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 1. 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. 2. 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. 3. 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. 4. 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. 5. 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. 6. 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. 7. 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. 8. 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. 9. NDT Project Documentation • Maintain project-related administrative documentation. • Coordinate collection and filing of NDT reports, service reports, timesheets, work orders, certificates, ins…