Administration Manager Responsibilities:
In a pipe installation company, the Administration Manager acts as the central hub connecting field operations, engineering teams, and corporate leadership. This role requires a balance of traditional office management and specialised industrial knowledge, ensuring that projects remain compliant, documented, and properly supported from a logistical standpoint.
1. Project Support & Documentation
Pipe installation involves heavy documentation to meet safety and engineering standards.
Permit Management: Oversee the application and tracking of excavation, road opening, and environmental permits.
Project Documentation: Maintain "As-Built" drawings, welding logs, pressure test reports, and material certificates (MTRs).
Contract Administration: Reviewing client contracts for administrative requirements and ensuring all billing milestones are documented.
2. Workforce & Site Coordination
Managing the logistics of a mobile and often specialised workforce.
Crew Scheduling: Coordinating with Project Managers to ensure field crews have the necessary lodging, transportation, and daily reporting tools.
Subcontractor Liaison: Managing the onboarding, insurance verification, and payment processing for specialised subcontractors (e.g., non-destructive testing technicians or heavy equipment operators).
Timekeeping: Oversight of field timesheets, ensuring accurate allocation of labour hours to specific project codes for job costing.
3. Procurement & Supply Chain
Ensuring the "right materials at the right time" to prevent costly site delays.
Vendor Management: Negotiating rates with suppliers of pipes, fittings, valves, and heavy machinery rentals.
Inventory Control: Monitoring yard stock and ensuring materials are tagged and tracked from delivery to installation.
Logistics: Organizing the transport of large-diameter pipes and heavy equipment to remote or restricted-access sites.
4. Compliance, Safety & Quality (QHSE)
Supporting the safety culture that is critical in high-pressure piping environments.
Certification Tracking: Maintaining a database of welder qualifications, heavy equipment operator licenses, and safety training (OSHA/HSE).
Audit Support: Preparing documentation for ISO audits or client-led safety inspections.
Incident Reporting: Managing the administrative side of site incidents, including insurance claims and worker’s compensation filings.
5. Financial Administration
Liaising with the finance department to maintain project profitability.
Budget Oversight: Monitoring administrative overhead and site-specific "sundry" expenses.
Progress Billing: Coordinating with Site Engineers to verify work completion percentages for monthly invoicing.
Accounts Payable: Verifying field invoices against delivery tickets before authorizing payment.
6. General Office Management
Facility Management: Overseeing the maintenance of the central office and any temporary site trailers.
IT & Communication: Ensuring field teams have reliable communication tools (radios, tablets, satellite phones) for remote locations.
Staff Supervision: Managing a team of administrative assistants, receptionists, or document controllers.
Key Performance Indicators (KPIs)
Permit Lead Time: Reducing the time between project award and "breaking ground."
Documentation Accuracy: Zero "missing" material certificates during final project handover.
Overhead Control: Keeping administrative costs within 5-10% of the total project budget.
