Administrative Manager
Job Description – Admin Manager Position: Admin Manager Industry: Non-Destructive Testing (NDT) / Inspection Services Department: Administration & Operations Reports To: General Manager / Operations Manager / Managing Director Employment Type: Full-Time Job Summary We are looking for an experienced and highly organized Admin Manager to oversee and coordinate the day-to-day administrative and operational activities of our NDT company. The role will involve managing administration across multiple project sites , coordinating manpower and workers, monitoring attendance and timesheets, handling purchase and sales documentation, preparing quotations and invoices, coordinating with clients and suppliers, and ensuring all operational information is accurately maintained in the company ERP system. The Admin Manager will act as a key coordination point between management, site teams, technicians, workers, clients, suppliers, finance, procurement, and operations to ensure smooth and efficient business operations. Key Responsibilities
- Multi-Site Administration & Coordination
Manage and coordinate administrative activities across multiple NDT project sites.
Maintain regular communication with site supervisors, technicians, inspectors, workers, and project teams.
Monitor manpower deployment and ensure the required personnel are available at each site.
Maintain records of employees, technicians, inspectors, workers, certifications, documents, and site assignments.
Coordinate mobilization and demobilization of manpower and equipment.
Follow up on site requirements, manpower shortages, accommodation, transportation, access passes, and other administrative matters.
Prepare regular site and manpower status reports for management.
- Manpower & Labour Management
Maintain daily records of workers, technicians, inspectors, subcontractors, and other site personnel.
Monitor attendance, overtime, leave, absenteeism, and manpower utilization.
Collect, verify, and consolidate daily/weekly/monthly timesheets from all sites.
Ensure timesheets are properly approved by site supervisors or clients before submission.
Coordinate manpower requirements with operations and management.
Maintain records of employee and worker documentation.
Coordinate onboarding and offboarding of site personnel.
Assist HR/payroll teams with accurate attendance and overtime information.
- Timesheet & Payroll Support
Collect and verify timesheets from all project sites.
Check working hours, overtime, shift allowances, and other applicable claims.
Follow up with site supervisors and clients for missing or incorrect timesheets.
Prepare consolidated monthly manpower reports.
Provide verified timesheet information to the finance/payroll team.
Maintain proper records for future audits and client verification.
- Purchase Requisition (PR) & Purchase Order (PO)
Coordinate all internal Purchase Requisitions (PR) .
Obtain quotations from suppliers when required.
Prepare and process Purchase Orders (POs) in accordance with company procedures.
Follow up with suppliers regarding delivery schedules and outstanding orders.
Maintain proper records of PRs, POs, quotations, delivery orders, invoices, and supporting documents.
Coordinate with procurement, finance, warehouse, and site teams regarding purchasing requirements.
Monitor outstanding purchase orders and ensure timely closure.
- ERP Management
Maintain accurate and up-to-date information in the company's ERP system .
Create and update customer, supplier, project, employee, and item records.
Enter and monitor PRs, POs, quotations, sales orders, invoices, timesheets, expenses, and other relevant transactions.
Ensure documents and transactions are entered correctly and on time.
Generate operational and management reports from the ERP system.
Coordinate with the ERP/software support team for system issues and improvements.
Ensure proper document traceability within the ERP system.
- Quotations & Commercial Administration
Prepare and issue quotations based on client requirements and instructions from management/operations.
Coordinate with technical and operations teams to obtain manpower, equipment, material, and service requirements for quotations.
Follow up on submitted quotations with clients.
Maintain a quotation register and monitor quotation status.
Prepare quotation revisions when required.
Maintain records of awarded, pending, rejected, and expired quotations.
Assist management in preparing commercial proposals and cost summaries.
- Invoicing & Accounts Coordination
Prepare and coordinate customer invoices based on approved timesheets, work orders, service reports, quotations, POs, and contracts.
Ensure invoices are supported by the required documentation.
Coordinate with clients regarding invoice submission requirements.
Follow up on invoice approvals and outstanding payments.
Maintain an invoice tracking system.
Coordinate with the finance/accounts department regarding billing and collection status.
Resolve discrepancies related to invoices, timesheets, POs, rates, and supporting documents.
Maintain proper records of submitted, approved, rejected, and outstanding invoices.
- Client & Supplier Coordination
Act as an administrative point of contact for clients and suppliers.
Coordinate documentation and administrative requirements with clients.
Follow up on client POs, work orders, approvals, timesheets, invoices, and payment documentation.
Coordinate supplier quotations, orders, deliveries, invoices, and payment documentation.
Maintain professional relationships with clients, suppliers, subcontractors, and service providers.
- NDT Project Documentation
Maintain project-related administrative documentation.
Coordinate collection and filing of NDT reports, service reports, timesheets, work orders, certificates, inspection records, and other required documents.
Ensure documents are properly named, organized, filed, and readily available.
Coordinate with NDT personnel to obtain completed reports and supporting documentation.
Maintain project folders and records for internal and client requirements.
Support management during audits and document reviews.
- Site Logistics & General Administration
Coordinate transportation, accommodation, site access, passes, PPE, tools, and other requirements for site personnel.
Monitor office and site administrative requirements.
Coordinate company vehicles and transportation where applicable.
Arrange travel and accommodation for employees and technicians when required.
Monitor office/site supplies and coordinate replenishment.
Maintain records of company assets, equipment, tools, and administrative items.
Coordinate with external service providers as required.
- Reporting & Management Support
Prepare and submit regular reports including: Manpower status reports
Site deployment reports
Attendance and timesheet reports
Overtime reports
PR/PO status reports
Purchase reports
Quotation status reports
Invoice status reports
Outstanding payment reports
Project administrative status
Supplier status
Monthly operational summaries
Provide management with accurate information and timely updates regarding administrative and operational matters.
- Document Control & Filing
Establish and maintain an organized filing system for company and project documents.
Maintain both physical and electronic records.
Ensure documents are properly controlled and easily retrievable.
Maintain confidentiality of company, employee, client, and commercial information.
Ensure expired or obsolete documents are properly identified and archived.
- Compliance & Internal Procedures
Ensure administrative activities follow company policies and procedures.
Support management in implementing standardized administrative processes.
Maintain proper documentation for audits, client requirements, and internal reviews.
Coordinate with HR, Finance, Operations, Procurement, and Technical departments to ensure smooth workflow.
Identify administrative gaps and recommend process improvements.
Key Performance Areas (KPIs) The Admin Manager will be expected to maintain: Accurate and timely timesheet submission
Accurate manpower records
Timely quotation preparation and follow-up
Timely PR and PO processing
Accurate ERP data entry
Timely and accurate invoice submission
Proper document control
Effective multi-site coordination
Timely response to client and site requirements
Reduction of administrative errors and missing documents
Timely management reporting
Proper coordination between office and site teams
Required Qualifications & Experience Diploma or Bachelor's degree in Business Administration, Management, Operations, Accounting, or a related field .
Minimum 5 years of administrative/operations experience , preferably in NDT, inspection, oil & gas, construction, engineering, marine, or other technical service industries.
Experience managing administration for multiple project sites is highly preferred.
Experience handling manpower, timesheets, invoices, quotations, PRs, POs, and ERP systems.
Good understanding of commercial and operational administration.
Strong Microsoft Excel and Microsoft Office skills.
Experience with ERP systems is required; experience with systems such as SAP, Oracle, Odoo, Microsoft Dynamics, or similar platforms is an advantage.
Good written and verbal communication skills.
Strong organizational and follow-up skills.
Ability to manage multiple priorities and work under pressure.
Ability to coordinate effectively with management, clients, workers, suppliers, and site teams.
Preferred Experience Experience in the following areas will be an advantage: NDT inspection companies
Oil & gas projects
Marine/offshore projects
Construction projects
Engineering services
Third-party inspection
Welding and inspection services
Manpower coordination
Project administration
Client billing and commercial administration
Key Skills Multi-site administration
Manpower coordination
Timesheet management
Invoice preparation and tracking
Quotation preparation
PR/PO management
ERP administration
Procurement coordination
Document control
Excel and reporting
Client coordination
Supplier coordination
Problem solving
Communication
Time management
Attention to detail
Team coordination
Confidentiality and professionalism
Personal Attributes The successful candidate should be: Highly organized and detail-oriented
Proactive and responsible
Strong in follow-up and coordination
Able to work independently
Comfortable managing multiple sites and priorities
Professional when dealing with clients and suppliers
Good at problem-solving
Reliable and deadline-oriented
Able to work under pressure
A strong team player
Overall Responsibility The Admin Manager will be responsible for ensuring that the company's administrative, commercial, manpower, procurement, documentation, billing, and ERP-related activities are properly coordinated and completed on time , supporting the smooth operation of all NDT projects and sites. The position requires a hands-on approach, strong coordination skills, attention to detail, and the ability to manage multiple activities simultaneously while keeping management fully informed of operational and administrative status.