Assistant Manager Workplace Services

At National Foods Limited, we are on a journey of growth and on building our most valuable assets which include our brands, financial strength, global presence, and our unbridled commitment to becoming a truly sustainable and a renowned company in the world.

Job Purpose
The Assistant Manager – Administration will be responsible for overseeing and streamlining key administrative functions to ensure seamless business operations and customer support . This role requires hands-on management of canteen operations, staff transport, facility upkeep, government liaison, vendor management, and event coordination, while supporting CAPEX and OPEX tracking for budgeting and procurement controls and compliance management functions while ensuring efficient operations aligned with company policies, GMP standards, and regulatory frameworks. The role also demands a proactive approach to cost control, safety, and service delivery.

Key Responsibilities

• Canteen Management
• Supervise day-to-day canteen operations, ensuring hygiene, quality, and timely food service.
• Monitor vendor compliance with agreed service standards and conduct periodic audits.
• Address employee feedback and implement corrective actions.
• Project Management
• Assist in planning and execution of administrative and infrastructural projects.
• Coordinate with internal departments and external contractors to ensure timely delivery.
• Track project milestones, budgets, and documentation.
• Transport & Pool Car Management
• Oversee company transport operations, ensuring timely arrival , Departures availability of vehicles and drivers.
• Manage the pool car system, route planning, fuel usage, and maintenance schedules.
• Implement tracking systems for fuel efficiency and cost control.
• Fuel Management
• Monitor daily fuel consumption across pool and transport vehicles.
• Maintain accurate fuel logs and reconcile with fuel card or vendor bills.
• Ensure budget adherence and detect anomalies or misuse.
• Ensure timely vehicle maintenance
• Vendor Payment & Management
• Develop and maintain a roster of timely and accurate services as per agreements with the services providers and vendors.
• Manage end-to-end vendor lifecycle – onboarding, performance review, compliance, and timely payments.
• Process administrative procurement requests and coordinate with finance for settlements.
• Government Department Liaison
• Act as a point of contact for correspondence with government bodies and regulatory agencies and PQA
• Ensure compliance with legal and statutory requirements across administrative functions.
• Prepare documentation for audits, renewals, or inspections.
• Event Management
• Plan, coordinate, and execute events, internal celebrations, and stakeholder visits and audits.
• Manage budgets, vendor selection, venue logistics, and employee engagement activities.
• Horticulture / Facility Aesthetics
• Oversee the upkeep of green areas, landscaping, and beautification initiatives.
• Supervise gardening staff or contractors for continuous improvement of site aesthetics.
• CAPEX and OPEX Tracking
• Support budgeting activities for administrative capital and operational expenditures.
• Maintain expense logs and track procurement/investment against approved budgets.
• Assist in preparation of MIS reports and cost optimization strategies.
• Water Management
• Monitor daily water usage and availability across plant and utilities.
• Coordinate with procurement and vendors for timely arrangement of Water tankers is shortages
• Audit & Compliance Management
• Support internal and external audits by ensuring administrative readiness and documentation.
• Maintain compliance with company policies, safety protocols, legal standards, and audit observations.
• Ensure timely submission of D Level Forms and IRMS Closures
• GMP Compliance (Plant Level)
• Ensure administrative support areas including canteen, washrooms, and facility surroundings follow GMP standards.
• Conduct regular hygiene, pest control, and housekeeping audits and share corrective action plans.
• Scrap Management
• Monitor collection, segregation, and disposal of plant-level scrap in line with company SOPs.

Coordinate with Finance and Audit for disposal approvals and maintain records for traceability.

Education
Educational Requirements & Experience:

• Bachelor's degree in Business Administration, Management, or a related field (Master's preferred).

Experience

• 4–6 years in administrative or facility management roles, with hands-on experience in multiple areas listed above.

Skills

• Strong coordination and multitasking skills
• Excellent communication and negotiation abilities
• Familiarity with budgeting and tracking
• Proficiency in MS Office and ERP systems
• Knowledge of health, safety, and regulatory compliance

Location:
Port Qasim, Karachi

National Foods Limited provides equal employment opportunity (EEO) to all persons regardless of age, color, origin, physical or mental disability, race, religion, creed, gender, marital status, status with regard to public assistance or any other characteristic protected by federal, state or local laws.