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, 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.

10. 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.

11. 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.

12. 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.

13. 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.