Administration Supervisor

Job Purpose

The Administration Lead oversees the daily operations of administrative services, facilities management, and vendor coordination to ensure a conducive and safe environment for staff members whilst also maintaining adequate management of the company’s assets across its offices.

The role combines operational oversight with leadership responsibilities to support the smooth functioning of offices, manage support staff, and uphold compliance with ADES internal policies. Demonstrates ownership, tactful people management, strong communication, multitasking abilities, and financial discipline.

Responsibilities & Duties

Safety & Compliance Duties

Maintains the highest standards of corporate governance, ensuring that all activities are carried out ethically and in compliance with company’s HSE policies, zero tolerance policy, management system, relevant laws, regulations, standards, and industry practices  and complies with the ADES WAY, rules to live by.

Places Safety as a true north, while never intentionally placing employees, our processes, customers, or the communities in which we live and work at risk.

Will ensure that safety protocols are always adhered to.

Other Duties 

Administrative Operations and Ownership

Oversees services for administrative offices, including housekeeping, security, landscaping, maintenance, pool cars, and parking

management.

Resolves administrative issues proactively, taking ownership and acting before problems escalate.

Monitors and maintains office supplies and inventory levels, ensuring availability while controlling costs.

Ensures tasks are completed reliably, without the need for constant supervision or follow-up.

Office Facility & Resource Management

Oversees maintenance of company facilities and ensure workplace safety, cleanliness, and functionality (HVAC, plumbing, MEP, etc.).

Monitors office space usage, ensuring efficient allocation of workstations and meeting areas.

Coordinates maintenance of office equipment, liaising with IT and facility teams to resolve issues.

Oversees facility services, ensuring cleanliness and workplace safety standards are met.

Manages inventory and distribution of office supplies, ensuring cost-effective and timely procurement.

Manages pantry and cafeteria operations, ensuring service quality, hygiene, and stock levels.

Rig Crew Transportation and Logistics Management

Handles end-to-end transportation arrangements for rig crew through the assigned transportation vendor.

Ensures all trips are executed in compliance with company QHSSE standards and Journey Management requirements.

Monitors vendor performance, vehicle readiness, trip punctuality, and adherence to safety protocols.

Coordinates with Operations and People Operations to ensure smooth crew movements during crew changes and urgent mobilizations.

Maintains proper documentation, records, and reports for all transportation activities and costs.

Accommodation and Travel Services Coordination

Handles hotel accommodation bookings for rig crew during crew changes, trainings, and any operational requirement.

Manages accommodation arrangements for office staff during business travel, training programs, or work-related assignments.

Coordinates with approved hotels to ensure availability, booking accuracy, and service quality.

Maintains an updated accommodation database and monthly reconciliation reports for Finance.

Vendor Management

Manages contracts with service providers, ensuring validity and timely payments.

Audits and reviews service procedures to ensure adherence, identifies any deviations from established standards, and assesses the

potential risks or consequences.

Handles service requests for office maintenance, ensuring quick response times and quality service delivery.

Participates in drafting terms & conditions for AMCs and assesses vendor proposals.

Policy & Compliance Adherence

Ensures that administrative activities comply with internal policies and corporate governance requirements.

Maintains security and confidentiality of office records, documents, and administrative data.

Assists in the implementation of company-wide administrative guidelines and standards.

Conducts periodic checks on office processes and identifies areas for efficiency improvements.

People Management and Staff Handling

Supervises office support staff (e.g., office boys, drivers, housekeeping), assigning duties and monitoring performance.

Collaborates effectively with departments such as IT, Procurement, and P&O to resolve cross-functional issues and provides clear and

actionable instructions to support staff.

Handles conflicts with firmness and empathy, maintaining discipline while promoting respect and cooperation.

Maintains calm and professionalism under pressure, especially in high-demand or urgent situations.

Represents the company professionally in dealings with third-party vendors, property management, and regulatory agencies.

Education & Experience 

• Bachelor’s degree in business administration, Hospitality Management, or a related field.

• Minimum 7–10 years of experience in administration, logistics, or hospitality management within Oil & Gas or industrial settings.