Leads administrative, facilities, accommodation, transportation, food service, workplace, and vendor operations. Manages employee services, contracts, budgets, compliance, records, service quality, and stakeholder coordination. Oversees facilities, housing, transportation providers, caterers, housekeeping, maintenance, security, and workplace amenities while ensuring safe, efficient operations. Requires extensive administration or facilities experience, strong vendor and negotiation skills, budget oversight, and the ability to work in demanding industrial conditions.
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
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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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°F) and heat (100°F+).
- 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)
- 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.
- Plus 9 paid holidays and 2 floating holidays.
Similar Jobs
Greentech • Other • Social Impact • Agriculture • Renewable Energy
Manage semi-monthly, multi-state payroll operations, including payroll processing, tax compliance, benefits deductions, reconciliations, audits, reporting, HRIS administration, vendor management, recordkeeping, and employee support. The role ensures accurate and timely pay, maintains compliance with federal, state, and local regulations, improves payroll processes and automation, resolves discrepancies, and protects confidential employee data.
Top Skills:
Automated WorkflowsHrisExcelPayroll SystemsPayroll Tax SystemsRippling
Aerospace • Information Technology • Security • Cybersecurity • Defense
Leads contract administration and complex federal government contracting activities, including proposal preparation, risk assessment, negotiations, OCI mitigation, teaming agreements, compliance, and contract performance. Advises executive leadership on contractual rights, obligations, and risk strategies; manages customer relationships and strategic initiatives; and leads a team of contract administrators. Requires extensive experience with complex bids, varied contract types, federal acquisition regulations, and subcontract negotiations.
Top Skills:
Federal Acquisition Regulations
Aerospace
Supports sales and account management through pricing strategy, billing audits, bid coordination, performance analysis, customer relationship management, and operational reporting. Coordinates internal teams, manages service-level and contractual programs, monitors KPIs, supports airline catering operations, and develops customer and flight-data tools. The role also handles profitability reporting, escalations, presentations, and special projects while maintaining strong relationships with customers and stakeholders.
Top Skills:
ExcelMS OfficeMicrosoft PowerpointPower BI
What you need to know about the Boston Tech Scene
Boston is a powerhouse for technology innovation thanks to world-class research universities like MIT and Harvard and a robust pipeline of venture capital investment. Host to the first telephone call and one of the first general-purpose computers ever put into use, Boston is now a hub for biotechnology, robotics and artificial intelligence — though it’s also home to several B2B software giants. So it’s no surprise that the city consistently ranks among the greatest startup ecosystems in the world.
Key Facts About Boston Tech
- Number of Tech Workers: 269,000; 9.4% of overall workforce (2024 CompTIA survey)
- Major Tech Employers: Thermo Fisher Scientific, Toast, Klaviyo, HubSpot, DraftKings
- Key Industries: Artificial intelligence, biotechnology, robotics, software, aerospace
- Funding Landscape: $15.7 billion in venture capital funding in 2024 (Pitchbook)
- Notable Investors: Summit Partners, Volition Capital, Bain Capital Ventures, MassVentures, Highland Capital Partners
- Research Centers and Universities: MIT, Harvard University, Boston College, Tufts University, Boston University, Northeastern University, Smithsonian Astrophysical Observatory, National Bureau of Economic Research, Broad Institute, Lowell Center for Space Science & Technology, National Emerging Infectious Diseases Laboratories
