Admin Supervisor

About the Role

Acwa China is seeking an Admin Supervisor to oversee administrative and support services for its operations in Medina, Saudi Arabia. This full-time role involves supervising various functions, including office administration, facilities management, employee accommodation, transportation, and government relations coordination. The Admin Supervisor ensures that all services are delivered efficiently, cost-effectively, and in compliance with company policies and safety standards.

Key Responsibilities

• Prepare and implement the site administration plan, aligning with operational priorities and PGM direction.
• Supervise daily activities of administration staff, allocate responsibilities, and provide performance feedback.
• Oversee the upkeep of offices, common areas, and associated buildings, coordinating repairs and preventive maintenance.
• Manage employee accommodation, including allocation, occupancy records, maintenance, and utility monitoring.
• Coordinate employee transportation, shuttle schedules, airport transfers, and business travel logistics.
• Coordinate site-related government transactions and track administrative permits, licenses, and renewals.
• Support the preparation of administrative service requirements, monitor vendor performance, and track expenditure.
• Coordinate workplace readiness for new joiners, including accommodation, transport, and office requirements.
• Implement approved administration policies and procedures, maintaining accurate records and ensuring compliance.
• Identify opportunities for continuous improvement in administrative workflows and service efficiency.

Administration Planning and Oversight

This role involves preparing and implementing the site administration plan, ensuring alignment with operational priorities. The Admin Supervisor coordinates administrative requirements with department heads, provides regular updates to the PGM on service performance and expenditure, and maintains comprehensive administrative records, service schedules, and action trackers. The position also includes identifying training needs for staff and promoting service quality, accountability, and safe working practices.

Facilities and Support Services Management

The Admin Supervisor is responsible for overseeing the upkeep of offices, common areas, and associated buildings, coordinating repairs and preventive maintenance. This includes managing housekeeping, catering, waste management, pest control, and drinking water supply. Routine inspections are conducted to maintain safe, clean, and functional facilities, along with managing office supplies, furniture, and administrative equipment inventories. Coordination of building access and visitor arrangements with Security and relevant departments is also a key aspect.

Government Relations and External Coordination

The role coordinates site-related government transactions with the Government Relations team and authorized company representatives. It involves tracking administrative permits, licenses, and relevant document expiry dates to ensure timely renewals. The Admin Supervisor liaises with local authorities, utility providers, and external stakeholders on assigned administrative matters, supporting employee documentation and government service requests through the responsible P&C and Government Relations teams. Accurate records of submissions, approvals, and official correspondence are maintained.

Qualifications and Experience

• 5-10 years of experience in an administrative supervisory role.
• Demonstrated ability to supervise administrative and support services.
• Experience in facilities management, accommodation, and transportation coordination.
• Familiarity with government relations coordination and compliance.
• Strong organizational and communication skills.