Administration Manager

Bachelor of Business Administration (Management)

Nationality: Any Nationality

Vacancy: 1 Vacancy

Job Description

Role Overview

We are seeking a bi-lingual (English & Arabic), reliable, highly organised and professional person to manage and administer our local office in Kuwait. This is a wide ranging and varied role that will entail providing general administrative support to our team of managers and engineers in Kuwait, maintaining accurate and organised files and records, organising events and general correspondence.

Responsibilities

Document Control

• Coordinate with the project team to collect, review, and distribute documentation, ensuring compliance with company standards and project requirements.
• Ensure all documents are filed and updated regularly within the document management system (DMS), both electronically and physically.
• Monitor and track document-related deadlines, ensuring documents are reviewed and approved within project timelines.
• Prepare and maintain project-specific document registers and transmittals.
• Supervise and support the team to ensure the efficient operation of the office and smooth day-to-day administrative tasks.
• Maintain accurate records of office expenses, project-related invoices, and general administrative costs, assisting in budget preparation and financial reporting.
• Coordinate travel and accommodation arrangements for site-based teams, senior management, and project personnel.
• Ensure the office environment remains organized, ensuring proper inventory of office supplies and equipment, as well as coordinating procurement activities as necessary.

Support to Project Teams

• Assist in tracking project milestones, ensuring timely submission of required documentation to stakeholders and regulatory bodies.
• Assist with preparing, organizing, and maintaining all necessary documentation for project audits and client inspections.
• Liaising with Government Authorities, coordinate and track the issuance of project-related approvals, permits, and certifications.
• Provide administrative support for project meetings, including preparing agendas, taking minutes, and tracking action items.
• Work closely with project managers, engineers, and other team members to ensure that all documents and contracts are available, up to date, and compliant with both client and regulatory standards.
• Support the HR team with onboarding procedures, managing employee records, and coordinating office staff schedules and holidays.
• Prepare and maintain general office reports, project status updates, and internal documentation as required.
• Handle the scheduling of project meetings, site visits, and team conferences, ensuring all logistics are planned and executed effectively.
• Coordinate internal and external communication for project and administrative needs, including liaising with clients, subcontractors, suppliers, and other stakeholders.

Administration and Office Management

• Coordinate and ensure compliance with all regulatory documentation requirements for construction projects.
• Manage the receipt, distribution, and filing of incoming and outgoing documents (RFIs, submittals, drawings, etc.) related to each project.
• Maintain project records and ensure the appropriate revision control and version tracking for all technical and contractual documents.
• Develop and implement document management procedures to ensure all project documentation, including drawings, contracts, change orders, reports, and correspondence, are correctly classified, archived, and readily accessible.

Requirements

• Fluent English and Arabic, written and oral.
• Excellent communication and interpersonal skills.
• Confident, pro-active and self-motivated with a positive attitude and desire to deliver high quality results.
• Highly organised, with a meticulous attention to detail and proven administration experience.
• Work well and accurately under pressure to meet deadlines.
• Ability to multitask and know how to prioritise daily activities, while following the established procedures.
• Capable of working on own initiative and able to make decisions.
• Comfortable with using IT communication and file sharing systems such as Word, Excel, PowerPoint, Teams, SharePoint, ShareFile, etc.