Administration Manager

Company Description

Work with Us. Change the World.

At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations.

There has never been a better time to be at AECOM. With accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world.

We're one global team driven by our common purpose to deliver a better world. Join us.

Job Description

We're looking for an exceptionally experienced and strategic **Administration Manager** to join our leadership team in Makkah, Saudi Arabia. In this senior role, you will drive organizational excellence by overseeing comprehensive administrative operations and establishing best practices across all administrative functions. You'll provide strategic operational leadership, mentor high-performing teams, and partner with senior executives to optimize organizational efficiency and support business growth. The ideal candidate is a visionary leader with a proven track record of transforming operations, fostering collaborative cultures, and delivering measurable results in complex, multinational environments.

**Strategic Office Operations & Administration**

• Direct and optimize day-to-day office operations to establish a productive, professional, and fully compliant work environment aligned with organizational standards
• Develop and implement strategic office management policies, procedures, and systems that enhance operational efficiency and scalability
• Manage office resources, equipment procurement, and vendor relationships with fiscal responsibility and strategic negotiation
• Ensure comprehensive compliance with health, safety, security, and Saudi Arabian labor regulations while staying current with regulatory changes
• Lead facilities management coordination to ensure optimal office infrastructure, technology integration, and workplace functionality
• Supervise and mentor reception and administrative support personnel, fostering professional development and accountability
• Orchestrate office events, team activities, and organizational initiatives that strengthen company culture and engagement

**Executive Administration & Strategic Support**

• Provide strategic-level administrative support to C-suite and senior leadership, managing complex projects and executive priorities with precision
• Manage executive schedules and coordinate high-level meetings with diplomatic professionalism and strategic foresight
• Develop comprehensive management reports, dashboards, and analytics that inform strategic decision-making and organizational planning
• Lead planning initiatives and facilitate cross-functional strategy sessions to drive organizational objectives and action items
• Oversee contract management, legal documentation, and organizational records with meticulous attention to compliance and confidentiality
• Conduct advanced process analysis and implement transformational improvements that drive operational efficiency and cost optimization

**Leadership, Team Development & Organizational Culture**

• Lead, develop, and mentor administrative and support teams with a strategic focus on talent development, performance excellence, and succession planning
• Conduct performance evaluations, provide constructive feedback, and create professional development pathways for team members
• Serve as a trusted advisor to leadership and departments on operational strategy, resource optimization, and organizational best practices
• Support organizational onboarding initiatives and ensure seamless integration of new hires into company culture and operations
• Foster an inclusive, collaborative team environment that promotes accountability, innovation, and continuous improvement

**Strategic Communications & Records Management**

• Develop and distribute strategic internal communications that align with organizational messaging and foster transparency
• Establish and maintain comprehensive records management systems—both digital and physical—that ensure accessibility, security, and compliance
• Partner with HR on advanced onboarding documentation, compliance frameworks, and organizational policy implementation
• Safeguard sensitive organizational information and maintain the highest standards of confidentiality and professional discretion

**Strategic Leadership & Organizational Transformation**

• Identify, evaluate, and lead the implementation of strategic process improvements and operational innovations that enhance organizational effectiveness
• Partner with senior leadership and cross-functional departments on transformational initiatives, organizational restructuring, and strategic projects
• Represent the organization with executive-level professionalism when engaging with external stakeholders, vendors, and regulatory bodies
• Apply advanced analytical and strategic thinking to solve complex operational challenges and drive data-informed organizational decisions
• Champion organizational change management and lead teams through transitions with resilience, clarity, and strategic vision

Qualifications

**Minimum Requirements:**

• Post-secondary education in Business Administration, Office Management, or a related field, plus 8-10 years of professional experience in office administration and operations management
• Minimum 5 years of progressive experience in a supervisory or management role, with demonstrated leadership of administrative teams
• Advanced knowledge of office procedures, budgeting, vendor management, and operational cost control
• Excellent organizational, multitasking, and strategic problem-solving skills with proven ability to manage complex initiatives
• Strong written and verbal communication abilities in English with executive-level presentation skills
• Advanced proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint) with expertise in document formatting and data analysis
• Demonstrated proficiency in office management software, systems, and enterprise tools
• Comprehensive knowledge of local Saudi Arabian labor laws, regulatory compliance requirements, and best practices
• Proven ability to supervise, train, mentor, and develop high-performing administrative teams
• Strategic mindset with experience identifying and implementing process improvements and operational efficiencies**Preferred Qualifications:**

• 10+ years of professional experience in office administration, operations management, or related field with at least 5-7 years in a senior management or leadership role
• Advanced expertise in MS Word for complex document formatting, template customization, and technical documentation
• Proven experience with Salesforce, business intelligence tools, or advanced reporting and analytics platforms
• Extensive experience in facilities management coordination and vendor relationship optimization
• Demonstrated expertise in event coordination, planning, and execution at organizational level
• Advanced HR onboarding support, records management, and compliance documentation expertise
• Exceptional leadership and strategic team management skills with a collaborative, inclusive approach
• Track record of maintaining confidentiality and demonstrating unwavering professionalism in sensitive situations
• Exceptional attention to detail with a demonstrated commitment to accuracy and quality assurance
• Proven ability to work independently, prioritize competing demands, and successfully manage multiple complex projects simultaneously
• Outstanding interpersonal skills with a customer-service mindset and stakeholder management experience
• Demonstrated adaptability and resilience in managing dynamic, fast-paced workplace environments
• Strategic analytical mindset with a proven track record of identifying operational challenges and implementing data-driven solutions
• Innovative and flexible approach to problem-solving with experience driving organizational change
• Experience working in multinational or international organizations, preferably in the Middle East region

Additional Information

About AECOM

AECOM is proud to offer comprehensive benefits to meet the diverse needs of our employees. Depending on your employment status, AECOM benefits may include medical, dental, vision, life, AD&D, disability benefits, paid time off, leaves of absences, voluntary benefits, perks, flexible work options, well-being resources, employee assistance program, business travel insurance, service recognition awards, retirement savings plan, and employee stock purchase plan.

AECOM is the global infrastructure leader, committed to delivering a better world. As a trusted professional services firm powered by deep technical abilities, we solve our clients’ complex challenges in water, environment, energy, transportation and buildings. Our teams partner with public- and private-sector clients to create innovative, sustainable and resilient solutions throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. AECOM is a Fortune 500 firm that had revenue of $16.1 billion in fiscal year 2025. Learn more at aecom.com.

What makes AECOM a great place to work

You will be part of a global team that champions your growth and career ambitions. Work on groundbreaking projects - both in your local community and on a global scale - that are transforming our industry and shaping the future. With cutting-edge technology and a network of experts, you’ll have the resources to make a real impact. Our award-winning training and development programs are designed to expand your technical expertise and leadership skills, helping you build the career you’ve always envisioned. Here, you’ll find a welcoming workplace built on respect, collaboration and community - where you have the freedom to grow in a world of opportunity.

As an Equal Opportunity Employer, we believe in your potential and are here to help you achieve it. All your information will be kept confidential according to EEO guidelines.