Administrative Support Specialist

1 day ago

Islamabad, Islamabad, Pakistan beBee Careers Full time

Are you a detail-oriented and organized professional seeking a challenging role in office management? We are looking for an Office Administrator to oversee the day-to-day operations of our office.

This individual will be responsible for managing administrative tasks, coordinating schedules, handling vendor relationships, and generating insurance-related documentation. The ideal candidate is adept at multitasking in a fast-paced environment to ensure smooth office operations.

Key Responsibilities:

  • Office Administration: Oversee daily office operations, including maintaining office supplies, equipment, and facilities to ensure a productive work environment.
  • Call Management: Handle incoming and outgoing calls, screen inquiries, and direct communications to appropriate team members with professionalism.
  • Scheduling and Meeting Management: Coordinate calendars for staff, schedule meetings, and book conference rooms or virtual meeting platforms (e.g., Zoom, Microsoft Teams). Prepare meeting agendas, take minutes, and distribute follow-up action items as needed.
  • Vendor Management: Liaise with vendors and service providers (e.g., cleaning services, IT support, office equipment suppliers) to negotiate contracts, schedule services, and resolve issues. Monitor vendor performance and ensure timely payment of invoices in coordination with the finance team.
  • Insurance Documentation: Generate and manage insurance-related documents, such as certificates of insurance, claims forms, or policy renewals, in collaboration with insurance providers. Maintain accurate records of insurance policies and ensure compliance with organizational and regulatory requirements.
  • Correspondence and Communication: Draft emails, memos, and reports; manage incoming and outgoing mail; and serve as a point of contact for internal and external stakeholders.
  • Event Coordination: Plan and execute office events, such as team meetings, training sessions, or holiday celebrations, including logistics and budget management.
  • Record Keeping: Maintain organized filing systems (physical and digital) for contracts, employee records, vendor agreements, and other critical documents.
  • Team Support: Assist staff with administrative needs, such as travel arrangements, expense reimbursements, or onboarding new hires.
  • Process Improvement: Identify opportunities to streamline office workflows and implement tools or systems to enhance efficiency (e.g., task management software, CRMs).

Qualifications:

  • Education: High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Office Management, or a related field preferred.
  • Experience: 2+ years of experience in office management, administrative support, or a similar role. Experience with vendor management, scheduling, and insurance documentation is highly desirable.

What We Offer:

  • Competitive Compensation Package
  • Medical, EOBI, Leave Encashment

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