Officer - Admin

--Islamabad--

Job Description:

The Admin Officer at Fortek Private Limited plays a pivotal role in ensuring the smooth and efficient operation of the office. This role requires a proactive and organized individual who can manage a variety of administrative tasks to support the company's goals. The Admin Officer will be responsible for maintaining office operations, managing facilities, overseeing administrative staff, and ensuring compliance with company policies and procedures.

Key responsibilities include managing office supplies and inventory, coordinating office maintenance and repairs, handling correspondence and communication, organizing meetings and events, and maintaining records and files. The Admin Officer will also be tasked with ensuring health and safety compliance, assisting in budget preparation, and providing general support to the management team. Effective coordination with other departments to facilitate smooth operations is crucial.


Position Structure:

Department:
Administration

Line Manager:
Shams Khan

Stream:
Administration


Job Requirements

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

    Position Type:
    • Full-time
    Skills & Tools:

    ·       Bachelor's degree in Business Administration, Management, or related field.   

    ·       Strong leadership and management skills, with the ability to motivate and inspire a team.

    ·       Excellent organizational and multitasking abilities, with attention to detail and accuracy.

    ·       Proficiency in Microsoft Office Suite and other relevant software applications.

    ·       Excellent communication and interpersonal skills, with the ability to interact effectively with individuals at all levels.

    ·       Strong problem-solving and decision-making skills, with the ability to handle challenges and resolve issues efficiently.

    ·       Knowledge of relevant laws, regulations, and best practices related to administration and office management.

    ·       Ability to work effectively under pressure and meet tight deadlines.

    ·       Flexibility and adaptability to changing priorities and business needs.


    Job Experience Required:

    2 years of proven experience in an administrative role, with at least 1 years in a supervisory or managerial capacity.

Duties & Responsibilities

    • Supervise and provide guidance to administrative staff, ensuring efficient and effective performance of administrative tasks.

    • Develop and implement administrative policies and procedures to streamline office operations and enhance efficiency.

    • Coordinate office activities and ensure timely completion of administrative tasks, such as managing schedules, arranging meetings, and handling correspondence.

    • Oversee facilities management, including office maintenance, cleanliness, and safety measures.

    • Manage office supplies and equipment inventory, ensuring adequate stock levels and procurement as needed.

    • Liaise with external vendors and service providers to negotiate contracts and ensure timely delivery of services.

    • Assist in budget planning and monitoring, including tracking expenditures and managing administrative expenses within budgetary constraints.

    • Handle employee administrative matters, such as leave management, attendance tracking, and HR documentation.

    • Serve as a point of contact for internal and external stakeholders, addressing inquiries and providing assistance as required.

    • Collaborate with other departments to support cross-functional initiatives and projects as needed.

    • Handle petty cash transactions and maintain accurate records of petty cash disbursements and reimbursements.

    • Manage the inventory store, including receiving, storing, and issuing materials, as well as conducting regular inventory checks and reconciliations.

    • Maintain confidentiality and discretion in handling sensitive information and documents.

Reporting Responsibilities (Daily, Weekly & Monthly)

  • Daily Reporting:
    • Summarize daily administrative activities, including tasks completed, ongoing projects, and any urgent issues that arose.
    • Note any significant developments or challenges encountered during the day.
    • Provide updates on petty cash transactions, inventory store management, and any other relevant activities.

    Weekly Reporting:
    • Recap administrative activities conducted throughout the week, highlighting key accomplishments, challenges, and areas for improvement.
    • Outline any trends or patterns observed in administrative tasks or processes.
    • Include a summary of petty cash transactions, inventory store management activities, and any notable changes or updates.

    Monthly Reporting:
    • Present a comprehensive overview of administrative activities for the month, including a breakdown of tasks completed, projects undertaken, and outcomes achieved.
    • Analyze administrative performance against established metrics and objectives, identifying areas of success and opportunities for enhancement.
    • Provide insights into long-term administrative trends, including changes in workload, resource allocation, and efficiency.
    • Include detailed reports on petty cash transactions, inventory store management, budget utilization, and any other pertinent areas.