Administration

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.