Administration Coordinator

1 week ago

Islamabad, Islamabad, Pakistan beBeeAdministrative Full time

Job Summary:

We are seeking a skilled Coordinator to support our administration team. The ideal candidate will have experience in administrative roles and be proficient in Microsoft Office, Internet, and Web Search.

Key Responsibilities:
  • Deliver day-to-day administrative activities, including communication, rostering, attendance, reports, presentations, coordination, procurement, bills, payments, security/gate passes, filing, mail, etc.
  • Coordinate business trips, travel arrangements, and meetings as needed; prepare agendas, documents, and meeting minutes for circulation.
  • Maintain third-party vendor staff, including janitorial, security, office administrative, and maintenance staff, and complete preventive maintenance requirements.
  • Help organize events, including ordering materials, catering, and requisitioning meeting spaces.
  • Provide support to HR, Finance, and management teams to set budgets for utilities, daily consumables, office supplies, and manpower, as well as monitor expenses.
  • Coordinate third-party fleet management, ensuring proper vehicle maintenance, productive utilization, fuel management according to mileage, and accurate record keeping of vehicle registration and monthly reporting of vehicle utilization and invoice payment.
  • Maintain leave and attendance plans for third-party vendor staff across all offices in Pakistan.
  • Coordinate with Administration and HR departments on a monthly basis to finalize annual leave plans, time sheets, and overtime calculations for corresponding staff based on records from the attendance control system and Fly Jinnah policies.
Requirements:
  • Higher Diploma in Office Management/Secretarial Skills from a recognized institution or equivalent 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 working with airlines is considered an advantage.
  • Effective team player with experience in administrative/coordinator roles supporting teams.
  • Previous experience working in fast-paced environments with fluctuating priorities and deadlines is a must.
  • 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.

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