Administration Manager

Job Summary/Primary Functions:

Responsible for overall administration and employee support function of the organization. Manages facilities, accommodation, transportation, food services, vendors, workplace services, and general administration, ensuring a safe, efficient, and employee-friendly work environment.

Partners with business and functions across the organization to ensure seamless delivery of administrative and workplace services aligned with organizational needs.

Required Tools:

All tools necessary to perform work are provided by the company.

Safety:

All required personal protective equipment required to perform work is provided by the company. The intern is required to follow all prescribed safety standards and rules.

Physical Requirements:

• Employees must be able to reach continuously and occasionally reach above the shoulders
• Employees must use hands for occasional simple grasping, frequent firm grasping, and occasional fine manipulation
• Employees must frequently bend/stoop, squat, kneel and climb
• Employees must move head/neck: occasional rotation, occasional extension, and frequent flexion
•  Employees must communicate with other employees and management and be able to hear instructions/ directives and be alert to workplace hazards
•  Employees must see near, far and with depth perception
• Employees must work up to 40 hours per work week
• Employees are required to work in a noise-filled manufacturing plant environment that can be loud
• Employees are required to work in a manufacturing plant environment with varying temperatures and climates
• Employees must lift 35 pounds occasionally
• Employee must push/pull frequently 40-50 pounds of force
• Must be able to work up to 12-hour shifts
•  Certain physical and environmental requirements may vary depending on the assigned department and internship location.

Essential Functions & 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 and international 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.

Demonstrates and Supports Cultural Beliefs:

· Teamwork

· Agility

· Ownership

· Everyone has a voice.

· Everyone has a role.

· Together, we are building what comes next.

Required Education, Experience, Skills and/or Aptitudes:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

· 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 Artificial Intelligence (AI), Microsoft Office, and relevant ERP/facility management systems.

· Valid driver’s license and ability to travel locally as required.

· Should be able to lead a happy team.

Working Conditions:

· Based in the United States, dedicated full-time to the Mesabi ISP Project.

· On-site presence required, with periodic travel to contractor and vendor offices as needed.

Preferred Qualifications:

· Direct scheduling experience on greenfield integrated steel plant or heavy industrial construction projects.

· Experience with multi-billion-dollar capital project schedules involving multiple EPC contractors.

Professional certification such as PMI-SP (Scheduling Professional) or PMP is a plus.

Mesabi Metallics is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, or any other status protected by applicable la