Management Trainee Officer (MTO)-Admin

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

PERKS & 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!  ⚡

1.  Office Operations & Facility Management

●     Assist in the daily operations of Fortek's corporate office premises to ensure a professional, clean, and fully functional work environment at all times.

●     Monitor and coordinate general housekeeping schedules, ensuring compliance with cleanliness standards that reflect Fortek's corporate image.

●     Conduct regular walk-through inspections of office areas, common spaces, washrooms, server rooms, reception, and meeting rooms to identify and escalate deficiencies promptly.

●     Coordinate with janitorial and support staff (office boys, sweepers, drivers) to ensure task completion and punctuality against daily checklists.

●     Manage seating arrangements, space allocation for new joiners, and reconfiguration of workstations as required by department heads.

●     Ensure all signage, nameplates, branding elements, and corporate aesthetics are maintained and updated in line with Fortek's branding guidelines.

●     Support the preparation and setup of conference rooms, boardrooms, and training halls for meetings, presentations, and internal events.

2.  Asset Management & Preventive / Corrective Maintenance

●     Maintain a comprehensive, up-to-date asset register for all office equipment including computers, printers, furniture, HVAC units, generators, UPS systems, CCTV, and access control systems.

●     Assist in planning and executing preventive maintenance schedules for all office equipment and facility infrastructure to minimize downtime.

●     Coordinate corrective maintenance tasks promptly upon equipment failure or reported malfunction; liaise with vendors and technicians for timely resolution.

●     Log all maintenance requests, service tickets, and vendor interactions in Odoo 18 under the Maintenance module; track open tickets to closure.

●     Verify quality and completeness of maintenance work performed by external technicians before releasing payment approvals.

●     Maintain a record of equipment warranties, AMC (Annual Maintenance Contracts), and service expiry dates; trigger renewals in advance.

●     Conduct periodic asset verification audits and reconcile physical counts against the asset register; report discrepancies to management.

3.  Vendor Management & Procurement Support

●     Assist in identifying, shortlisting, and onboarding vendors for office-related services including stationery, cleaning supplies, maintenance contractors, catering, and utility services.

●     Obtain competitive quotations from approved vendors; prepare comparative statements and present findings to the Deputy Manager for approval.

●     Raise Purchase Requests (PRs) in Odoo 18 for administrative supplies and services; track PR-to-PO lifecycle and ensure timely fulfillment.

●     Maintain an updated vendor master list with contact information, service scope, rate cards, and performance history.

●     Coordinate delivery of purchased items; verify quantity, quality, and specifications against purchase orders before acceptance and storage.

●     Build professional, long-term vendor relationships to ensure reliable service delivery and leverage for favorable commercial terms.

●     Ensure all vendor payments are supported by proper documentation (invoices, delivery challans, work completion certificates) and submitted for timely processing.

4.  Inventory Management – Office Supplies & Consumables

●     Manage the Office Stationery & Supplies Store end-to-end: receive, stock, issue, and record all items using Odoo 18 Inventory module.

●     Maintain minimum stock levels for critical consumables (printer toner, paper, cleaning materials, pantry items); initiate replenishment orders proactively.

●     Issue stationery and supplies to departments on the basis of approved requisitions; maintain departmental consumption records for budget monitoring.

●     Conduct monthly physical stock counts and reconcile with system records; investigate and report variances to management.

●     Organize the storeroom for optimal space utilization, clear labeling, FIFO (First-In-First-Out) stock rotation, and easy retrieval.

●     Generate monthly inventory consumption reports for management review and cost control purposes.

5.  Staff Hostel & Accommodation Management

●     Oversee day-to-day operations of the Fortek staff hostel / residential facility: room allocation, occupancy records, and check-in/check-out administration.

●     Ensure hostel premises are clean, well-maintained, and compliant with health and safety standards at all times.

●     Coordinate preventive and corrective maintenance of hostel infrastructure including plumbing, electrical fittings, HVAC, and appliances.

●     Manage hostel utilities (WAPDA, SNGPL, water supply, internet) — monitor consumption, verify bills, and process payments on time.

●     Maintain occupancy registers, room inspection logs, and incident reports; escalate unresolved issues to management.

●     Ensure hostel house rules are communicated to all residents and compliance is maintained; escalate disciplinary matters through proper HR channels.

●     Coordinate with catering/kitchen staff (where applicable) for meal scheduling, hygiene compliance, and resident feedback management.

6.  Administrative Records, Compliance & Reporting

●     Maintain well-organized physical and digital filing systems for all administrative records including vendor contracts, AMC agreements, utility bills, maintenance logs, and asset documents.

●     Prepare routine administrative reports — daily activity logs, weekly facility reports, monthly KPI dashboards — and submit to the Deputy Manager on schedule.

●     Support compliance with Fortek's internal policies, HSE standards, and statutory requirements related to workplace safety, fire safety, and utility management.

●     Coordinate with HR for administrative facilitation of new employee onboarding: workstation setup, ID card issuance, access card provisioning, locker allocation.

●     Draft and dispatch internal memos, circulars, and administrative notices under supervision of senior management.

●     Maintain a logbook for incoming and outgoing official correspondence, courier parcels, and documents; track pending items to closure.

●     Support audits and management reviews by providing accurate, timely documentation and administrative evidence as required.

7.  Communication, Coordination & Stakeholder Liaison

●     Act as a primary point of contact for internal departments requiring administrative support—respond promptly, professionally, and proactively.

●     Liaise with IT, Finance, HR, and Operations departments to coordinate facility needs, procurement timelines, and event logistics.

●     Coordinate with building management (where applicable), utility companies, government departments, and municipal bodies on administrative matters.

●     Support the organization of company events, town halls, trainings, and visits by external stakeholders — venue, logistics, catering, AV setup.

●     Maintain a professional demeanor and uphold Fortek's corporate values in all internal and external interactions.

●     Escalate unresolved issues, policy gaps, and resource shortfalls to the Deputy Manager – Admin in a timely manner with supporting data.