Administrative Manager

Department: Administration / Operations Support

Reports To: General Manager / Operations Manager / Country Manager

Location: [Location]

Employment Type: Full-Time

The Administration Manager is responsible for managing and coordinating the company’s administrative functions to ensure smooth, efficient, and compliant day-to-day operations.

The role provides administrative support to management and operational teams and oversees office facilities, personnel documentation, travel and accommodation arrangements, manpower coordination, company records, government‑related documentation, and general administrative services.

The Administration Manager will work closely with HR, Finance, Procurement, HSE, Operations, and Project teams to ensure that administrative activities are aligned with company policies, operational requirements, and applicable Oil & Gas industry standards.

• Manage the day-to-day administrative activities of the company.
• Develop and implement effective administrative procedures, systems, and controls.
• Ensure smooth coordination between departments on administrative matters.
• Maintain proper filing, records management, and document‑control systems.
• Prepare administrative reports, schedules, correspondence, and management reports.
• Monitor office supplies, stationery, equipment, and general administrative requirements.
• Coordinate meetings, appointments, visitors, and company events.
• Ensure confidentiality and proper handling of company information and documents.

• Maintain accurate employee and manpower records in coordination with HR.
• Monitor employee attendance, leave schedules, and administrative requirements.
• Coordinate staff accommodation, transportation, meals, and other welfare arrangements where applicable.
• Maintain manpower lists and ensure required documentation is available for operational assignments.
• Coordinate onboarding and administrative arrangements for new employees.

• Coordinate business travel, flights, visas, accommodation, transportation, and airport transfers.
• Arrange travel and accommodation for employees, visitors, clients, and project personnel as required.
• Maintain travel schedules and ensure timely completion of travel-related arrangements.
• Coordinate transportation requirements for operational and office personnel.
• Liaise with hotels, travel agencies, transport providers, and other service providers.

• Coordinate administrative requirements with relevant government authorities, where applicable.
• Monitor company licenses, permits, registrations, and other administrative documents.
• Ensure timely renewal and proper filing of company-related documents.
• Support visa, work permit, immigration, labor, and other government-related processes in coordination with HR and management.
• Maintain records of government submissions, approvals, and correspondence.

• Oversee office facilities, maintenance, cleanliness, security, and general workplace requirements.
• Coordinate maintenance and repair of office equipment, furniture, utilities, and facilities.
• Liaise with landlords, facility management companies, contractors, and service providers.
• Ensure adequate office supplies and services are available.
• Monitor service contracts and administrative vendors.
• Support emergency preparedness and workplace-related administrative arrangements.
• Coordinate administrative procurement requirements in accordance with company procedures.
• Obtain quotations and coordinate with Procurement/Finance for purchasing requirements.
• Manage relationships with administrative service providers and vendors.
• Monitor vendor performance and service quality.
• Maint…