Administration Manager

Company Description

Job Description

Document Control

• Manage receipt, registration, distribution, tracking, and archiving of project documents.
• Administer the electronic document management system and hard-copy records.
• Track document status, revisions, transmittals, approvals, and responses.
• Coordinate document control interfaces with clients, consultants, contractors, and subcontractors.
• Support audits and prepare document control status reports.

Office and Facilities Administration

• Oversee office facilities, supplies, equipment, courier services, and general project office upkeep.
• Manage office leases, vendor contracts, and administrative service providers.
• Coordinate travel, accommodation, visa processing, and government or PRO liaison arrangements.
• Organize meetings, workshops, and project events, including logistics, minutes, and action follow-up.

Records, Correspondence, and Reporting

• Manage incoming and outgoing correspondence and maintain physical and electronic filing systems.
• Prepare administrative reports, registers, and dashboards for project leadership.

Team and Process Management

• Supervise document controllers, office administrators, and other administrative support staff.
• Improve administration and document control procedures, templates, and workflows.
• Support recruitment, onboarding, and training of administrative and document control staff.
• Manage administration budgets and resourcing and protect sensitive project information.

Minimum Experience

• At least 10 years of experience in document control and/or project administration is mandatory.
• Experience managing a document control function on a major project is mandatory.
• Proficiency in EDMS platforms such as Aconex, ProjectWise, or similar systems is mandatory.
• Middle East or UAE experience is highly advantageous.
• Rail or major infrastructure project experience is preferable.

Qualifications

• A university degree is required.

Additional Information

• New employees must attend an in-person Day 1 onboarding at an AECOM office location as a condition of employment.