Coordinator - Administration

3 weeks ago


Karachi, Sindh, Pakistan Fly Jinnah Full time
Job Purpose

To deliver administrative support services to the teams, primarily related to all Fly Jinnah offices administration management activities, handling vendors or office supplies procurement, crew transport management of Karachi, Lahore and Islamabad, maintaining records and database of invoices, and the application and monitoring of function-related job activities.

Key Result Responsibilities
  • Handles the day-to-day administrative activities of Administration Department, this includes but not limited to: communication, rostering, attendance, reports, presentations, coordination, procurement, bills, payments, security / gate passes, filing, mail, etc.
  • Coordinates teams' business trips, travel arrangements and meetings as and when needed; prepares agenda, documents, and minutes of meeting and circulates accordingly.
  • Maintaining the third-party vendor staff including janitorial, security, office administrative and maintenance staff, and completing preventive maintenance requirements.
  • Help in organizing events, including ordering materials, catering, and requisitioning meeting spaces.
  • Providing the support to HR, Finance and management team to set budgets of utilities, daily consumables, office supplies and manpower as well as monitor expenses.
  • Coordinating the third-party fleet management, ensuring proper maintenance of vehicles by the third-party vendor, productive utilization of vehicle, fuel management as per the mileage, proper record keeping of vehicles registration and monthly reporting of vehicles utilization and invoice payment.
  • Maintaining the leave and attendance plan of third-party vendor staff of all offices across Pakistan.
  • Coordinates with Administration and HR Department, on monthly basis, to finalize annual leave plans, time sheets, and overtime calculations for corresponding staff as per the records extracted from attendance control system, and as per Fly Jinnah policies and procedures.

Key Result Responsibilities - Continued
  • Ensures that the roster and manpower allocation across the shifts is scheduled in a cost effective manner and communicated to concerned parties accordingly.
  • Manages the non-technical procurement and purchases requests and inventory in a cost-effective manner ensuring all needed material are ordered, purchased, received, coded and stored as per Company's adopted procedures.
  • Coordinates with other Fly Jinnah departments and cross-functional teams such as Quality Assurance, Safety, OCC, IT, HR and Finance on function-related matters as and when required.
  • Generates function-related reports of the different nature according to the Administration Supervisor requirements and instructions.
  • Provides assistance and guidance for interns, visitors, and customers as and when required.
  • Carries out any additional tasks as requested by the Supervisor Administration.

Qualifications (Academic, Training, Languages)
  • Higher Diploma in Office Management/Secretarial Skills from a recognized institution is acceptable.
  • Bachelor's degree in Management/Administration or equivalent is preferred.
  • Proficient in Microsoft Office, Internet and Web Search.
  • Fluent in English and Urdu Language.

Work Experience
  • 2+ years of experience in an administrative role in any industry.
  • Experience with airlines is considered an advantage.
  • Effective team player with experience in an administrative/coordinator role supporting teams.
  • Previous experience working in a fast-paced environment with fluctuating priorities and deadlines is a must.
  • Very good exposure and experience in handling rosters and shift-pattern manpower allocation.
  • Proven skills in working with data and resources in a cost-effective manner.
  • Highly organized with excellent tracking and time management skills.
  • Good problem solving and decision making skills.
  • Dependable, self-initiative, takes ownership, and displays energy and enthusiasm.
  • Multi-task oriented with high attention to details.
  • Capable of working hard and under pressure.
#J-18808-Ljbffr

  • Karachi, Sindh, Pakistan beBeeAdministrative Full time

    Job Title: Administrative CoordinatorAbout the Role:This is a key role within our organization that requires exceptional organizational and communication skills. The successful candidate will be responsible for managing front desk operations, responding to phone calls and emails, maintaining records, and performing other administrative tasks as required.Key...


  • Karachi, Sindh, Pakistan beBeeAdmin Full time 1,000,000 - 1,500,000

    Job ResponsibilitiesSupervising and coordinating refurbishment projectsProviding administrative support to senior management officialsProcuring necessary equipment and suppliesDeveloping effective working relationships with diverse individualsRegular travel within Karachi is required to perform the duties of this role. Applicants must have access to a...


  • Karachi, Sindh, Pakistan beBeeOrganizer Full time 6,000,000 - 8,500,000

    Job Title:Office AdministratorAbout the Role:We are seeking a highly organized and detail-oriented Office Administrator to join our team. As an Office Administrator, you will be responsible for managing daily office operations, ensuring a productive and efficient work environment.You will coordinate schedules, meetings, and appointments for staff and...


  • Karachi, Sindh, Pakistan beBeeProject Full time 4,000,000 - 8,000,000

    Job DescriptionThis role involves providing administrative support to project managers in organizing and managing multiple projects. The ideal candidate will have a strong understanding of project coordination principles, with 1 to 1.5 years of experience in a similar field.Key Responsibilities:Support the project team in planning, coordinating, and...


  • Karachi, Sindh, Pakistan beBee Careers Full time

    Key Responsibilities:Efficiently manage office supplies stock and place orders.Prepare regular reports on expenses and office budgets, providing valuable insights for informed decision-making.Organize a comprehensive filing system for important and confidential company documents, ensuring seamless access and retrieval.Provide excellent support to employees...


  • Karachi, Sindh, Pakistan beBeeHumanResources Full time 45,000

    Job Opportunity: HR & Admin ExecutiveWe are seeking a highly skilled and organized individual to fill the role of HR & Admin Executive. As a key member of our team, you will be responsible for supporting our human resources and administrative functions.The ideal candidate will possess strong organizational skills, excellent verbal and written communication...


  • Karachi, Sindh, Pakistan beBeeOffice Full time 4,000,000 - 6,000,000

    Seeking a dedicated professional to fill the role of Office Manager.Job OverviewThe selected individual will be responsible for office management, record maintenance, customs clearance procedures, staff support, correspondence, daily reports, data entry, and client communication.Key ResponsibilitiesManage office operations effectively.Maintain accurate...


  • Karachi, Sindh, Pakistan beBeeExecutive Full time 900,000 - 1,200,000

    The Executive Support RoleJob DescriptionWe are seeking an exceptional individual to fill the role of Executive Assistant. This is a unique opportunity for someone who possesses outstanding organizational skills, a proactive attitude, and excellent communication abilities.The ideal candidate will be responsible for providing administrative support to our...


  • Karachi, Sindh, Pakistan beBeeReceptionist Full time 250,000 - 400,000

    Job SummaryWe are seeking an accomplished receptionist to be a valuable addition to our organization.The ideal candidate will possess excellent communication and interpersonal skills, with the ability to manage candidates and guests at the front desk. Additionally, they should be proficient in scheduling appointments and meetings for staff members,...


  • Karachi, Sindh, Pakistan beBeeOrganizational Full time

    Key ResponsibilitiesScheduling meetings and managing documentation.Keeping records of assigned tasks.Handling the director's administrative responsibilities.Managing calls and responding to messages.Travel is required; possession of a motorcycle is essential.Essential QualitiesA dedicated team player with excellent organizational skills is needed for this...