Manager Administration

• Bachelor’s or Master’s degree in CS, IT or Business field.  OR

• Master Degree

• Graduate

• FULL-TIME

• Bachelor's degree in Business Administration, Management, or a related field.
• Strong organizational and leadership skills, with the ability to multitask and prioritize effectively.

• Excellent communication and interpersonal abilities to liaise with internal and external stakeholders.

• Proficient in using office productivity tools and software.

• Knowledge of inventory management processes and practices.

• Familiarity with budget planning and financial monitoring.

• Understanding of workplace safety and compliance with relevant regulations.

• Ability to adapt to changing environments and contribute to process improvements.

• Demonstrated problem-solving skills and attention to detail.

• Proven experience in administrative roles, with a minimum of 5 years in a supervisory or managerial capacity preferably in a System Integrator or Corporate. 

Duties & Responsibilities:

The Manager – Administration will oversee and streamline all administrative operations across head office, project sites, and regional branches to ensure seamless support to business functions. This role demands a proactive leader capable of managing admin personnel, facilities, assets, vendor relations, and compliance with corporate governance and regulatory frameworks. The incumbent will be responsible for implementing automation-driven administrative processes through Odoo ERP, ensuring data accuracy, operational transparency, and cost efficiency.

The ideal candidate will have a strong background in administration, facilities management, vendor management, and workplace operations, preferably within the technology, infrastructure, engineering or system integration industry.

Key Responsibilities:

1. Administrative Operations Management

·         Oversee day-to-day administrative operations across all offices, project sites, Hostel facilities and branch offices.

·         Implement and monitor Odoo ERP modules for all equipment recording, tracking, office supplies, facility requests, and maintenance scheduling.

·         Develop and enforce administrative policies, procedures, and SOPs aligned with corporate objectives.

·         Supervise housekeeping, security, transport, and support staff to maintain an efficient and professional workplace environment.

·         Manage correspondence, documentation, and filing systems (physical and digital) ensuring accessibility and compliance.

2. Facility & Asset Management

·         Ensure the upkeep, safety, and functionality of all office premises, utilities (IESCO, PTCL, Nayatel, Transworld etc.), and equipment.

·         Maintain asset registers and lifecycle management through Odoo and coordinate asset transfers, disposals, and audits.

·         Liaise with vendors and service providers for office maintenance, furniture, fixtures, and equipment procurement.

·         Oversee contracts for office buildings, office equipment, IT peripherals, power backups, HVAC, CCTV, and access control systems.

3. Vendor & Procurement Coordination

·         Manage vendor registration, evaluation, and performance monitoring in collaboration with Finance and Commercial teams.

·         Obtain quotations, negotiate service contracts, and ensure cost-effective procurement practices.

·         Maintain up-to-date service level agreements (SLAs) and compliance records of all vendors and contractors.

4. Travel & Fleet Management

·         Supervise transportation arrangements, including company vehicles, driver rosters, fuel management, and route optimization.

·         Manage employee travel logistics, including hotel bookings, air tickets, and local conveyance. 

·         Ensure timely maintenance and documents renewals of all company vehicles.

5. Compliance & Health-Safety-Environment (HSE)

·         Ensure compliance with municipal, labour, and environmental regulations across all company locations.

·         Implement HSE practices and conduct periodic inspections to ensure safety and emergency readiness.

·         Maintain relationships with local authorities, regulatory bodies, and landlords for administrative clearances.

6. Budgeting & Cost Control

·         Prepare and monitor annual administrative budgets for facilities, utilities, and operations.

·         Implement cost optimization measures and track expense trends.

·         Ensure transparent documentation for audit and compliance purposes.

7. Team Leadership & Coordination

·         Lead, train, and evaluate administrative staff for enhanced performance and accountability.

·         Foster cross-department collaboration to resolve administrative challenges efficiently.

·         Develop an internal service culture that ensures responsive, timely, and professional administrative support.

8. ERP & Documentation Management

·         Ensure all transactions related to administration are accurately recorded in Odoo.

·         Coordinate system enhancements and process improvements with the ERP team for better visibility and control.

·         Maintain comprehensive documentation for all admin activities for audit readiness.

9. SOPs & Reporting

·         Develop, review, and enforce SOPs for optimized administration of all offices and company facilities.

·         Ensure adherence to company compliance standards, ISO/QMS policies, and internal audit requirements.

·         Participate in management reviews, presenting data-driven insights and operational improvement recommendations.

10. Company Documentation, Licenses & Renewals

·         Maintain complete records of company statutory, regulatory, and operational documents.

·         Manage timely renewals of company licenses, registrations, and certifications (e.g., SECP, FBR, PEC, ICCI, PRA, PSEB, EOBI, Social Security, Excise & Taxation Documents and Municipal permit etc.).

·         Coordinate issuance of new licenses, branch office registrations, or NOCs as per business requirements.

·         Maintain updated digital and physical archives of all agreements, contracts, and official documentation in coordination with the Legal/Compliance team.

·         Track expiry dates and renewal alerts through Odoo document management or designated admin dashboards.

·         Liaise with consultants, government departments, and regulatory bodies for compliance submissions and documentation follow-ups.

11. Event Management

·         Plan, organize, and manage corporate events, employee engagement activities, official ceremonies, trainings, and client visits.

·         Coordinate logistics, catering, venue setup, branding, and vendor coordination for events.

·         Manage internal and external communications related to event planning.

·         Ensure cost-effectiveness, quality control, and smooth execution of all events in alignment with company standards.

·         Maintain event documentation, budgets, and post-event reports in Odoo.