Office Manager

3 days ago

Karachi, Sindh, Pakistan beBeeAdministrative Full time

Administrative Assistant Job Description

Job Description:

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

Required Skills and Qualifications:
  • Bachelor's degree in Management/Administration or equivalent.
  • Proficient in Microsoft Office, Internet and Web Search.
  • Fluent in English and Urdu Language.
Key Result Responsibilities:
  1. Handles day-to-day administrative activities including communication, rostering, attendance, reports, presentations, coordination, procurement, bills, payments, security / gate passes, filing, mail, etc.
  2. Coordinates business trips, travel arrangements and meetings as needed; prepares agenda, documents, and minutes of meeting and circulates accordingly.
  3. Maintains third-party vendor staff including janitorial, security, office administrative and maintenance staff, and completes preventive maintenance requirements.
  4. Helps organize events, including ordering materials, catering, and requisitioning meeting spaces.
  5. Provides support to HR, Finance and management team to set budgets of utilities, daily consumables, office supplies and manpower as well as monitor expenses.
  6. Coordinates 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.
  7. Maintains leave and attendance plan of third-party vendor staff of all offices across Pakistan.
  8. 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 policies and procedures.
Benefits:
  • Ensures cost-effective roster and manpower allocation across shifts is scheduled and communicated to concerned parties accordingly.
  • Manages 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 departments and cross-functional teams such as Quality Assurance, Safety, OCC, IT, HR and Finance on function-related matters as required.
  • Generates function-related reports according to Administration Supervisor requirements and instructions.
  • Provides assistance and guidance for interns, visitors, and customers as needed.
Others:
  • Higher Diploma in Office Management/Secretarial Skills from recognized institution is acceptable.
  • Effective team player with experience in administrative/coordinator role supporting teams.
  • Previous experience working in fast-paced environment with fluctuating priorities and deadlines is a must.
  • 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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