Executive Admin (Islamabad)
--Fortek Pvt Ltd.--
Job Description:
The Executive – Admin is a core mid-level
position within Fortek’s Administration & Facility Management function,
responsible for ensuring the smooth, efficient, and professional day-to-day
running of office operations. The incumbent acts as the operational anchor of
the workplace — overseeing office upkeep, asset management, vendor
coordination, housekeeping standards, corporate presentation, and staff
facility management — ensuring that every aspect of the physical work
environment meets Fortek’s standards of excellence. From maintaining the
corporate look and feel of the office to managing inventories, coordinating
repairs, and supervising support staff, this role is instrumental in creating a
productive, organized, and professional environment for all employees and
visitors. The ideal candidate is a proactive,
hands-on professional with a keen eye for detail, strong organizational skills,
and the ability to manage multiple work streams simultaneously. They will
liaise with internal departments, external vendors, building management, and
service providers to ensure that all office facilities — including the
corporate office, staff hostel, and storage areas — are maintained to the
highest standards. This role requires a balance of operational discipline,
interpersonal effectiveness, and administrative precision, and serves as a
critical stepping stone toward senior administration and operations management
within Fortek’s career ladder.
Travel Requirements: Must
Position Structure:
Department:
Line Manager:
Stream:
Job Requirements
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Skills & Tools:
QUALIFICATIONS
Minimum Required Qualification
• Bachelor’s Degree (16 years of education) in Business Administration (BBA), Public Administration, Management Sciences, Commerce (B.Com), or any related discipline.
• Candidates with additional coursework or diplomas in Facility Management, Office Administration, or Project Management will have a distinct advantage.
Preferred / Advantageous Qualification
• Master’s Degree (MBA / MPA) is highly preferred and will support faster career progression to Senior Executive and Assistant Manager levels.
• Any formal diploma or short course in Office Management, Hospitality Operations, Facility Management, or Supply Chain / Inventory Management.
• Professional development programs from recognized institutions
Job Experience Required:
2 - 4 Years of Relevant ExperiencePERKS & BENEFITS
At Fortek, we believe in empowering our people. We offer:
• Competitive salary based on experience and qualifications
• Annual performance-based increments & bonuses
• Medical Facility (Outpatient & In-patient coverage)
• Paid Annual, Casual & Sick leaves as per company policy
• Gratuity and EOBI statutory benefits
• Training & professional development opportunities (internal and external)
• Sponsored certification programs for high performers (MOS, Odoo, IOSH, etc.)
• Collaborative, learning-driven work environment with exposure to diverse operations
• Structured career growth path from Scale 7 toward Senior Management
Let’s build the future together! ⚡
Duties & Responsibilities
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1. Office Operations & Facility Management
• Oversee and manage the smooth day-to-day operational running of the office, ensuring all functional areas are consistently organized, clean, and fully operational throughout business hours.
• Maintain the overall corporate look and professional ambiance of the office, reception area, meeting rooms, open workspaces, pantry, and washrooms in alignment with Fortek’s branding and workplace standards.
• Coordinate and supervise office support staff including Office Boys, Sweepers, Riders, and Receptionists, ensuring defined duties are performed to standard, shift schedules are maintained, and daily task lists are completed and logged.
• Conduct daily facility walkthroughs to identify maintenance issues, cleanliness shortfalls, safety hazards, or equipment faults and ensure prompt resolution.
• Manage office space allocation, seating arrangements, and workstation setups for new joiners, visiting teams, and project-based staff in coordination with HR and IT.
• Coordinate with building management for all building-related services including common area maintenance, parking, elevators, security, and utility services (electricity, water, gas).
• Ensure all common areas, conference rooms, prayer rooms, and staff areas are clean, well-stocked, and presentable at all times; oversee the scheduling and quality of housekeeping services.
• Maintain and update an Office Facility Checklist on a daily basis as part of the Odoo 18 task management system.
2. Office Asset Management & Maintenance
• Maintain a comprehensive and up-to-date Office Asset Register covering all office furniture, fixtures, IT equipment, office appliances, ACs, printers, UPS, CCTV, access control devices, and other physical assets.
• Conduct quarterly physical asset verification and reconcile with the Odoo 18 Inventory/Asset module; flag discrepancies, damaged items, and items requiring replacement or disposal.
• Plan and execute a Preventive Maintenance (PM) schedule for all critical office equipment including ACs, UPS systems, printers, projectors, water dispensers, generators (if any), and electrical fixtures — ensuring maintenance is carried out on schedule by qualified vendors or in-house staff.
• Manage corrective (reactive) maintenance for any equipment breakdowns or facility faults: log the fault, raise a work order in Odoo 18, assign to the relevant vendor or technician, monitor resolution, and close the work order with a completion report.
• Maintain warranty records, service histories, and AMC (Annual Maintenance Contract) schedules for all office equipment and appliances; ensure AMC renewals are initiated 60 days before expiry.
• Coordinate with IT for all office technology assets (laptops, desktops, printers, switches, internet connectivity); ensure physical setup, relocation, and decommissioning is done in coordination with IT and properly documented.
• Maintain a Spare Parts & Consumables stock for commonly required items (printer cartridges, air filter pads, extension cords, bulbs, batteries, etc.) and replenish against a minimum stock threshold.
3. Vendor Management & Procurement Coordination
• Maintain an approved Vendor Master List for all office-related service providers including cleaning companies, pest control, AC servicing, electrical works, plumbing, carpentry, generator maintenance, courier services, printing, catering, and security.
• Obtain a minimum of three (3) competitive quotations for any new procurement or service engagement above a defined threshold value; prepare vendor comparison matrices and submit recommendations to the Admin Manager for approval.
• Raise Purchase Requests (PRs) in Odoo 18 for all office supplies, maintenance services, facility items, and support staff requirements; track PRs through the approval workflow to PO issuance and GRN completion.
• Monitor vendor performance against agreed service levels, quality standards, and delivery timelines; maintain a Vendor Performance Log and escalate underperformance to the Admin Manager.
• Coordinate all Annual Maintenance Contracts (AMCs) for office equipment, ensuring scope of work, visit frequencies, response SLAs, and spare parts coverage are clearly documented and adhered to.
• Process vendor invoices by verifying against POs and GRNs, obtaining necessary approvals, and submitting to Finance within the agreed turnaround time; maintain a payment status log to avoid late payment penalties.
• Build and maintain professional relationships with key service vendors to ensure priority service, competitive pricing, and reliable delivery for Fortek’s operational needs.
4. Inventory Management – Office Supplies & Consumables
• Manage the end-to-end office inventory lifecycle: requisitioning, receiving, storing, issuing, and tracking of all office consumables including stationery, printing supplies, cleaning materials, pantry items, first aid supplies, and housekeeping consumables.
• Maintain a real-time Inventory Register in Odoo 18 with accurate stock levels, item descriptions, unit costs, minimum reorder levels, and supplier details; trigger reorder requests automatically at the reorder point.
• Receive and physically verify all incoming deliveries against Purchase Orders and Delivery Notes; raise Goods Receipt Notes (GRNs) in Odoo 18 promptly and report any shortages, damages, or substitutions.
• Conduct monthly physical stock counts and reconcile against the Odoo 18 inventory records; investigate and report variances to the Admin Manager.
• Implement a First-In-First-Out (FIFO) stock rotation policy for perishable or date-sensitive items; ensure all stock is stored neatly, labeled, and in designated storage locations.
• Maintain a secure, organized, and well-labeled store room; enforce access controls to prevent unauthorized withdrawal of inventory items.
• Track inventory consumption trends month-on-month and prepare a Monthly Inventory Consumption Report to assist in budget planning and procurement forecasting.
5. Staff Hostel Management
• Oversee the day-to-day administration and upkeep of the company-provided staff hostel, ensuring it is clean, safe, well-maintained, and a comfortable living environment for all resident employees.
• Maintain a Hostel Occupancy Register recording room allocations, check-in/check-out dates, designation, department, and status of each resident; update in real time and report occupancy levels monthly to HR and Admin.
• Coordinate and supervise hostel housekeeping staff for daily cleaning, linen change schedules, pest control, and hygiene maintenance; conduct weekly walkthroughs and log findings.
• Manage all maintenance and repair requirements of the hostel facility including plumbing, electrical, AC servicing, furniture repair, appliance maintenance, and civil works; raise work orders in Odoo 18 and track to closure.
• Maintain a Hostel Inventory Register for all furniture, appliances, linen, kitchenware, and utility items; conduct quarterly audits and ensure all items are accounted for and in serviceable condition.
• Manage hostel utility bills (electricity, gas, water, internet) — collect, verify, and submit to Finance for payment; maintain a monthly utility expense log per cost center.
• Enforce hostel rules and regulations in coordination with HR; address resident complaints professionally, maintain a Complaint & Resolution Log, and escalate unresolved matters to the Admin Manager.
• Coordinate meal arrangements, catering vendors, or mess facilities for resident staff; ensure quality, hygiene, and timely service standards are consistently maintained.
6. Corporate Presentation, Branding & Workplace Standards
• Ensure the office interior, reception, boardrooms, corridors, and workstations consistently reflect Fortek’s corporate identity, including proper display of logos, signage, branding elements, and organized cable/desk management.
• Coordinate periodic office refreshes, redecoration, furniture rearrangements, and deep-cleaning drives to maintain a fresh, professional, and motivating work environment.
• Manage visitor management protocols: ensure the reception area is always manned and presentable, visitors are properly logged and escorted, and meeting rooms are pre-set with required stationery, water, and equipment.
• Coordinate corporate events, team meetings, town halls, and client visits from a facilities perspective: room booking, seating arrangement, AV setup, catering, signage, and post-event cleanup.
• Ensure all notice boards, display panels, and common area communication materials are current, neatly presented, and aligned with HR or management directives.
• Coordinate with HR to onboard new employees from a facilities perspective: workstation readiness, name plates, locker allocation, access cards, stationery kits, and orientation of office facilities.
7. Health, Safety & Compliance
• Ensure the office and hostel premises comply with all applicable health, safety, and fire safety regulations; maintain up-to-date fire extinguisher inspection records, evacuation plans, and emergency contact lists at all sites.
• Coordinate and document monthly fire drills, emergency evacuation exercises, and first aid refresher sessions in coordination with the HSE officer or designated safety representative.
• Maintain a Hazard and Near-Miss Log for the office and hostel; investigate reported incidents promptly, take corrective actions, and submit an incident report to management within 24 hours.
• Ensure all mandatory regulatory certificates are current, including building NOC, fire safety certificate, WAPDA/utility connection approvals, elevator inspection certificates, and any local authority permits required for office premises and the hostel.
• Maintain a clean and hygienic pantry, washrooms, and food preparation areas; enforce hygiene protocols with support staff and catering vendors; conduct monthly hygiene audits.
• Ensure all electrical installations, extension boards, and power points are safe, properly labelled, and inspected periodically by a qualified electrician; maintain a log of electrical safety checks.
8. Administrative Support & Documentation
• Maintain all administrative records and documentation in both physical and digital formats, ensuring documents are version-controlled, properly indexed, and retrievable within minutes when required.
• Draft, proofread, and format internal office communications, notices, circulars, letters, and memos; ensure all outgoing communications are grammatically correct and presented to Fortek’s professional standards.
• Manage the Admin department’s master calendar including all scheduled maintenance visits, vendor appointments, lease renewals, contract expiry dates, audit schedules, and key operational milestones.
• Prepare and submit regular management reports: Daily Facility Status, Weekly Admin Summary, and Monthly Admin Performance Report covering all areas of responsibility including assets, inventory, hostel, and vendor management.
• Manage petty cash for day-to-day administrative expenses; maintain an accurate petty cash register, obtain receipts for all expenditures, and conduct weekly reconciliation submitted to Finance.
• Handle all inbound and outbound correspondence for the Admin department including couriers, official letters, and inter-departmental memos; maintain a correspondence log with date, reference, and action status.
• Support the HR department in logistics for new hire onboarding, staff events, company functions, and offboarding (asset recovery, access card cancellation, exit clearance coordination).
• Perform any other administrative or facility-related duties as directed by the Admin Manager or senior management, maintaining the same standard of thoroughness and professionalism.