Administrative Manager

SYSTRA is one of the worlds leading engineering and consultancy groups specialising in public transport and sustainable mobility. With over 10,300 employees, SYSTRAs mission is to design safe and sustainable transport solutions to bring people together, develop social inclusion and facilitate access to employment, education and leisure throughout the world.

For 65 years, the Group has been working alongside cities and regions to contribute to their development by creating, improving and modernising their infrastructure and transport systems, throughout the life cycle of their projects. SYSTRA is involved from the earliest stages of design through to the testing, deployment and maintenance phases. The company provides all its services in over 80 countries worldwide and generates 74% of its turnover internationally. With its new services, SYSTRA supports its clients and partners in their digital, ecological and energy transition, in order to invent the mobility of tomorrow.

Context

The Administrative Manager will lead and optimize all project administration functions of the Project. This role oversees document control, office operations, HR and onboarding coordination, vendor and logistics management, and cross-functional workflows to ensure the project meets schedule, budget, and compliance objectives.

Missions/Main Duties

MISSION

• The Administrative Manager will implement, and maintain administrative systems aligned with the project execution plan and PMO standards.
• He/She will support the document control function and enterprise CDE/EDMS (e.g., Aconex, ProjectWise, SharePoint), ensuring version control, metadata accuracy, and traceability for technical submittals, approvals, RFIs, NCRs, method statements, drawings, and correspondence. They will enforce naming conventions, retention schedules, and access permissions, and collaborate with BIM/Design and Quality to maintain as-built, O&M, and handover documentation.
• He/She will oversee site and head-office administrative operations, including space planning, facilities coordination, IT/asset support liaison, supplies, travel and accommodation for project staff, visitor management, meeting/events logistics, and vehicle/permit coordination (including local authorities and rail corridor access protocols).
• In collaboration with HR, the role will coordinate onboarding/offboarding, visa and security pass processes, timesheets, training and competency matrices, and attendance. They will maintain organization charts, distribution lists, and contact directories and support performance cycles for the project admin team.
• He/She will champion compliance with UAE labor laws, company policies, client standards, data privacy, and information security. They will support HSE and quality programs through documentation, inductions support, training records, incident reporting workflows, corrective actions tracking, and readiness for internal and external audits.
  
  

• Bachelor’s degree in Business Administration, Management, or a related field.
• 8–12 years of administrative leadership on large infrastructure, rail projects, preferably in the GCC.
• Proven experience managing document control and CDE/EDMS platforms (e.g., Aconex, ProjectWise, SharePoint).
• Strong understanding of project governance, project administration support, and PMO practices.
• Excellent written and verbal communication skills in English; advanced proficiency in PowerPoint, Excel, and data visualization/reporting tools.
• Demonstrated ability to lead and develop admin teams in fast-paced, multicultural environments.