Administration Manager

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Job Description

The Administration Manager is responsible for the overall management of the project's administrative functions, including document control, office administration, records and correspondence management, and related support services. The role ensures that project information and administrative processes are managed accurately, efficiently and in full compliance with company and project procedures, providing reliable administrative support to the wider project team.

Key Responsibilities

Document Control

• Manage the receipt, registration, distribution, tracking and archival of project documents in accordance with the Document Control Procedure.
• Receive, register, code and distribute project documents — including drawings, specifications, correspondence, submittals, RFIs and transmittals — to the relevant internal teams and external parties.
• Maintain and administer the project's electronic document management system (EDMS) together with hard-copy records and archives.
• Track document status, revisions and transmittals, ensuring accuracy and timely turnaround of approvals and responses.
• Ensure compliance with the project's document numbering, naming, classification and retention rules across all disciplines, contractors and subcontractors.
• Support internal and external audits related to document control, and prepare document control status reports for project leadership.
• Coordinate document control interfaces with the client, consultants, contractors and subcontractors, including their respective document control teams.

Office & Facilities Administration

• Oversee day-to-day office administration, including facilities, office supplies, equipment, courier/mail services and general upkeep of the project office(s).
• Manage office leases, vendor contracts and service providers for administrative and facilities services, ensuring service quality and value for money.
• Coordinate travel, accommodation, visa processing and government/PRO liaison arrangements for project staff and visitors.
• Organize and support internal meetings, workshops and project events, including logistics, minutes and follow-up on action items.

Records, Correspondence & Reporting

• Manage the project's incoming and outgoing correspondence, ensuring proper logging, distribution and timely response.
• Maintain organized filing and archival systems, both physical and electronic, in line with company and project retention policies.
• Prepare and maintain administrative reports, registers and dashboards (e.g., correspondence logs, document control KPIs) for project leadership.

Team & Process Management

• Supervise and manage the performance of document controllers, office administrators and other administrative support staff.
• Develop, implement and continuously improve administration and document control procedures, templates and workflows in line with company standards.
• Support the recruitment, onboarding and training of administrative and document control staff as required.
• Manage the administration function's budget and resourcing, and liaise with the Project Director/Manager and other department heads on administrative matters affecting the project.
• Ensure the confidentiality, security and integrity of sensitive project information and records at all times.

Minimum Experience

The following are the mandatory minimum requirements for this position:

• Minimum of ten (10) years’ experience in document control and/or project administration, including experience managing a document control function on a major project.
• Proficiency in electronic document management systems (EDMS) such as Aconex, ProjectWise or similar platforms.
• Middle East / UAE experience is highly advantageous.
• Rail or major infrastructure project experience is preferable.

Qualifications

A university degree

Additional Information

At AECOM, we are committed to maintaining a secure and trustworthy recruitment process and take any fraudulent hiring activity seriously. To support this commitment, all newly hired employees are required to attend an in-person Day 1 onboarding at an AECOM office location as a condition of employment.

About AECOM  

AECOM is proud to offer comprehensive benefits to meet the diverse needs of our employees. Depending on your employment status, AECOM benefits may include medical, dental, vision, life, AD&D, disability benefits, paid time off, leaves of absences, voluntary benefits, perks, flexible work options, well-being resources, employee assistance program, business travel insurance, service recognition awards, retirement savings plan, and employee stock purchase plan. 

AECOM is the global infrastructure leader, committed to delivering a better world. As a trusted professional services firm powered by deep technical abilities, we solve our clients’ complex challenges in water, environment, energy, transportation and buildings. Our teams partner with public- and private-sector clients to create innovative, sustainable and resilient solutions throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. AECOM is a Fortune 500 firm that had revenue of $16.1 billion in fiscal year 2025. Learn more at aecom.com. 

What makes AECOM a great place to work  

You will be part of a global team that champions your growth and career ambitions. Work on groundbreaking projects - both in your local community and on a global scale - that are transforming our industry and shaping the future. With cutting-edge technology and a network of experts, you’ll have the resources to make a real impact. Our award-winning training and development programs are designed to expand your technical expertise and leadership skills, helping you build the career you’ve always envisioned. Here, you’ll find a welcoming workplace built on respect, collaboration and community - where you have the freedom to grow in a world of opportunity. 

As an Equal Opportunity Employer, we believe in your potential and are here to help you achieve it. All your information will be kept confidential according to EEO guidelines.