Administration Manager

Job Description

Job Description

Position Summary

We are seeking an experienced and hands-on Administration Manager to lead the overall administration and employee support function of the organization. The role will be responsible for managing facilities, accommodation, transportation, food services, vendors, workplace services, and general administration, ensuring a safe, efficient, and employee-friendly work environment.

The Administration Manager will partner with business and functions across the organization to ensure seamless delivery of administrative and workplace services aligned with organizational needs.

Key Responsibilities
Administration & Facilities

• Lead day-to-day administrative operations and establish effective processes, systems, and service standards.
• Manage offices, common areas, utilities, housekeeping, maintenance, security, waste management, and other facility services.
• Ensure workplace facilities are adequately equipped, maintained, and operational.
• Manage administrative records, policies, procedures, and documentation.

Accommodation & Guesthouse Management

• Manage company accommodation, guesthouses, hotels, and housing arrangements for employees and visitors.
• Oversee room allocation, occupancy, housekeeping, maintenance, utilities, and service quality.
• Manage accommodation providers, contracts, costs, and service standards.

Food Services & Canteen

• Establish and manage canteen and employee food services based on workforce requirements.
• Identify, evaluate, negotiate with, and onboard suitable caterers, food service providers, and food trucks.
• Manage contracts, menus, operating schedules, pricing, food quality, hygiene, and service standards.
• Monitor vendor performance and employee feedback and ensure continuity of food services.

Transportation & Travel

• Manage employee transportation, shuttle services, vehicles, drivers, airport transfers, and local travel requirements.
• Establish and manage transportation vendors, contracts, service standards, and costs.
• Ensure safe, reliable, and efficient transportation services.

Vendor & Contract Management

• Identify, evaluate, negotiate, and manage vendors across administration and employee services.
• Manage vendors for facilities, accommodation, transportation, food services, housekeeping, security, maintenance, and other support services.
• Monitor vendor performance, service quality, contracts, and costs.
• Coordinate with relevant internal stakeholders for vendor onboarding, purchase orders, invoices, and payments.

Employee & Workplace Services

• Serve as the key point of contact for employee and visitor administrative requirements.
• Manage parking, access, meeting facilities, events, employee activities, and other workplace services.
• Support employee engagement initiatives and create a positive workplace experience.
• Ensure administrative services are responsive to evolving business and workforce needs.

Budget, Compliance & Reporting

• Develop and manage the administration budget and monitor related expenses.
• Identify opportunities for cost optimization while maintaining service quality.
• Ensure administrative activities comply with applicable federal, state, and local laws, regulations, company policies, and safety requirements.
• Maintain appropriate records, contracts, licenses, permits, and compliance documentation.
• Provide regular updates to leadership on administrative operations, costs, vendor performance, and key issues.

Candidate Profile

• Bachelor’s degree in Business Administration, Facilities Management, Hospitality, or a related field.
• 10 to 15 years of relevant experience in administration, facilities, employee services, or a similar role.
• Experience in manufacturing, mining, energy, construction, infrastructure, or other industrial environments preferred.
• Strong experience in facilities, accommodation, transportation, food services, and vendor management.
• Experience establishing administrative infrastructure and services for a growing organization is highly desirable.
• Strong negotiation, commercial, communication, and stakeholder management skills.
• Excellent organizational and problem-solving abilities with a high level of ownership and initiative.
• Ability to manage multiple priorities and work independently in a fast-paced environment.
• Proficiency in Microsoft Office and relevant ERP/facility management systems.
• Valid driver’s license and ability to travel locally as required.

Physical Requirements:

• Frequent heavy lifting, pushing, and pulling of components up to 50 lbs independently; team lifts for components over 50 lbs.
• Ability to work in confined spaces, at heights, in pits, and under raised equipment (with proper blocking and safety protocols).
• Extended standing, kneeling, crouching, and working overhead throughout the shift.
• Ability to work safely in outdoor conditions year-round including extreme cold (−30&degree;F) and heat (100&degree;F+).

Salary:

• Base Salary : $ 92,000 - $ 105,000
• Winners Circle Incentive: A biweekly incentive calculated as a percentage of biweekly wages, paid in the same paycheck and tied to the production of safe, quality tonnes. Guaranteed at the 70% target level through September 30, 2026 (Construction Phase); calculated against achievable, hourly-measured production targets during the Ramp Up Phase (through March 31, 2027); and tied to biweekly production targets thereafter (Optimization Phase)

Benefits: 

• Health Insurance: Comprehensive medical and dental coverage with an HSA option.
• Retirement Plan: 401(k) with 4% company match.
• Lincoln STD, LTD, & Life Insurance: Coverage provided by Mesabi Metallics.
• Paid Time Off (PTO):
  • 0-3 Years: 96 hours per year
  • 3-10 Years: 120 hours per year
  • 10+ Years: 160 hours per year
• Plus 9 paid holidays and 2 floating holidays.

Mesabi Metallics Company LLC is an equal opportunity employer and values diversity in the workplace. We are committed to creating an inclusive environment where all employees feel valued, respected, and empowered to contribute to our success.

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