Officer Administration

Job Title

Officer Administration

Location

Head Office, Karachi

Age

Maximum 28 years

Education / Qualification

Bachelors (BA / B.Com / BBA)

Salary Range (PKR)

Market Compatible

Experience

Minimum 2 years

Last Date of Application

May 15, 2025

Job Description

1. Oversee the processing and implementation of office service contracts, ensuring high standards of facility maintenance and timely service delivery.
2. Check and verify the accuracy and correctness of the amount and other details of utility bills/invoices received from service providers.
3. Collect and scrutinize all medical reimbursement bills and compile and forward them to the Payroll department.
4. Ensure timely EOBI payments and maintain accurate, up-to-date records in compliance with regulatory requirements.
5. Provide logistical and administrative support to user departments for outdoor tasks and meeting arrangements.
6. Ensure consistent and high-quality housekeeping across all office areas.
7. Prepare and monitor monthly administrative expenses and preventive maintenance plans to ensure cost efficiency and operational continuity.
8. Ensure compliance with HSE objectives and execute actions in line with plans and calendar.
9. Assist in the preparation of attendance report on monthly basis and forward to the Payroll department.
10. Assist in preparation of departmental daily and monthly reporting.
11. Assist in preparation of CAPEX and OPEX budgets.
12. Assist in the preparation of purchase requisitions.
13. Arrange travel and accommodation for employees on official trips.
14. Fleet management including the timely registration and insurance of company vehicles, and maintain comprehensive records of repairs, maintenance, and fuel consumption.
15. Ensure registration of all eligible employees with designated health and life insurance providers, and maintain accurate documentation.
16. Ensure effective record management in accordance with the company’s Record Management Policy.
17. Manage office supplies inventory, ensuring timely procurement and proper stock levels.
18. Manage the security of physical records and assets, maintaining a reliable asset inventory.
19. Petty cash expense management.
20. Ensure policy and process adherence as per the Administration Systems Manual and participate in internal audits.
21. Conduct regular office rounds to ensure smooth operations, address employee concerns, and maintain a productive work environment.
22. Provide on-ground coordination for assigned projects, ensuring smooth progress and reporting.
23. Remain accessible during emergencies and provide operational or technical support to team members as and when required.
24. Assist in managing administrative services such as reception, photocopying, parking, mailroom, meeting rooms, fleet vehicles, and canteen/messing.
25. Respond to employee queries and service-related requests, ensuring professional and timely resolution.
26. Maintain strong working relationships with service providers, vendors, and internal stakeholders to support smooth daily operations.
27. Supervise support staff and monitor work processes.

Skills Required

Behavioral:

• Interpersonal Skills
• Negotiation Skills
• Attention to Detail
• Responsiveness
• Business Acumen
• Problem Solving
• Persuasion
• Multi-Tasking
• Analytical Thinking
• Courage and Conviction
• Ethics (Compliance, Fraud, Abuse, Business)

Technical:

• Risk Management
• Project Management
• MS Office
• Compliance and Internal Control
• Market Knowledge
• Process Improvement
• Basic Knowledge of Supply Chain and Logistics
• Basic Financial Knowledge