Administrative Coordinator

3 days ago

Islamabad, Islamabad, Pakistan beBeeOfficeOperations Full time 2,000,000 - 2,500,000

Job Title: Office Operations Lead

Our organization seeks a highly skilled and detail-oriented individual to fill the role of Office Operations Lead. This position is responsible for overseeing various administrative functions, infrastructure management, procurement, and workplace quality.

Key Responsibilities:
  • Ensure seamless office operations by managing end-to-end administrative tasks, infrastructure maintenance, and procurement processes.
  • Identify opportunities for process improvements and implement changes to enhance efficiency and reduce downtime.
  • Develop and maintain essential operational documentation, including schedules, staff duty rosters, roles and responsibilities sheets, and incident reporting logs.
  • Audit existing workflows and recommend improvements for smoother inter-departmental coordination and operational flow.
  • Oversee day-to-day administrative operations to ensure a productive and well-organized office environment.
  • Manage inventory tracking and control, including supplies, equipment, consumables, and office assets.
  • Execute procurement and vendor management processes, including RFQs, price comparisons, and quality evaluations.
  • Coordinate logistics for in-bound deliveries, inter-office transfers, and urgent supply chain tasks.
  • Supervise infrastructure expansion projects, including office space planning, civil works, power distribution, and construction supervision.
  • Plan and manage electricity, power backup systems, HVAC installations, and workspace ergonomics.
  • Supervise third-party contractors, vendors, and technicians to ensure compliance with project scopes and timelines.
  • Support IT teams during infrastructure projects by ensuring physical readiness and on-site coordination.
  • Maintain adherence to health, safety, and environmental standards across all operational areas.
  • Coordinate with the finance team to ensure accurate expense tracking and record-keeping.
  • Ensure optimal vendor performance and enforce service level agreements (SLAs) across all third-party service providers.
Required Skills and Qualifications:
  • Excellent organizational skills with attention to detail in scheduling, filing, and asset management.
  • Strong documentation abilities for SOPs, checklists, incident reports, and project tracking.
  • Effective vendor and logistics management capabilities.
  • Proven multi-tasking and time management skills under dynamic workloads.
  • Solid communication and coordination skills across departments and with external vendors.
  • Ability to lead physical office setups, expansions, and day-to-day infrastructure tasks.
  • Keen eye for hygiene, safety, and quality standards in workplace management.
  • Hands-on approach with a strong sense of ownership and operational responsibility.
  • Experience with computer systems and high tech environments.
Benefits:
  • Opportunity to work in a dynamic and fast-paced environment.
  • Chance to develop and improve operational processes and systems.
  • Collaborative and supportive team environment.
  • Professional growth and development opportunities.
Others:
  • Working knowledge of Google Sheets, Google Docs, and Google Slides for internal documentation and presentations.
  • Proficiency in calendar coordination and event scheduling using Google Calendar.
  • File organization and team collaboration using Google Drive and shared folders.
  • Communication tools such as Slack, Google Meet, Zoom, and LinkedIn.

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