Manager Administration

Islamabad, Pakistan

Job Description:

The Manager Administration at Fortek Private Limited will oversee the efficient operation of administrative functions within the organization. This role requires ensuring that the company's day-to-day administrative tasks run smoothly and efficiently, supporting the needs of all departments. The ideal candidate will have significant experience in administrative roles within system integrators or corporate environments.


Position Structure:

Department:
Administration

Line Manager:
Akhund Abunasar

Stream:
Admin


Job Requirements

  • Base Qualifications:
    • Bachelor Degree
    • Master Degree
    • Graduate

    Position Type:
    • Full-time
    Skills & Tools:
    • 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.


    Job Experience Required:
    • 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

    • Office Management

      • Oversee daily office operations and maintenance of office facilities.
      • Ensure availability of office supplies and equipment.
      • Manage office space allocation and seating arrangements.
      • Supervise housekeeping staff and ensure cleanliness standards.
    • Vendor Management

      • Liaise with vendors and service providers for office supplies, equipment, and services.
      • Negotiate contracts and maintain vendor relationships.
      • Monitor vendor performance and ensure compliance with terms and conditions.
    • Event Management

      • Organize company events, meetings, and conferences.
      • Coordinate logistics, catering, and other event-related arrangements.
      • Manage event budgets and ensure cost-effective solutions.
    • Compliance and Safety

      • Ensure compliance with company policies and procedures.
      • Maintain safety and security protocols for office premises.
      • Conduct regular safety drills and inspections.
    • Team Management

      • Lead and supervise the administrative team.
      • Provide training and development opportunities for team members.
      • Conduct performance evaluations and address team grievances.
    • Budget Management

      • Develop and manage the administrative budget.
      • Monitor expenses and ensure adherence to budgetary constraints.
      • Prepare financial reports related to administrative expenditures.

Reporting Responsibilities (Daily, Weekly & Monthly)

  • Daily Reporting:
    Oversee daily office operations and resolve any arising issues.
    Monitor and restock office supplies.
    Handle administrative team queries and support needs.
    Highlight any challenges faced in administrative functions and propose solutions.
    Log important communications or meetings related to administrative matters.
    Monitor the utilization of administrative resources and address any inefficiencies.

    Weekly Reporting:
    Provide a summary of the status of ongoing administrative projects and initiatives.
    Highlight significant achievements in administrative operations.
    Detail challenges encountered in administrative tasks and the strategies employed.
    Outline administrative tasks and objectives for the upcoming week.
    Evaluate and propose adjustments to the allocation of administrative resources.
    Conduct team meetings to review tasks and set goals.
    Review vendor performance and address any issues.
    Ensure all office equipment is functioning properly.

    Monthly Reporting:
    Detail the progress of major administrative projects or goals.
    Assess the utilization and efficiency of administrative resources.
    Highlight any learning and development activities related to administrative skills.
    Offer insights into potential improvements or innovations in administrative processes.
    Set clear administrative goals and objectives for the upcoming month.
    Prepare and review administrative budgets.
    Conduct safety drills and inspections.
    Evaluate team performance and provide feedback.