Assistant Manager Administration

Roles & Responsibilities:

General Facility Management

• Assist in developing housekeeping for policy
• Check the cleaning of toilets, replenishing consumables (toilet rolls, soap, etc.) Cleaning is scheduled as a series of "periodic" tasks: daily, weekly, monthly, etc.
• Assist in Developing and deployment of maintenance, testing and inspection schedules to ensure that the facility is operating safely and efficiently, to maximize the life of equipment and reduce the risk of failure.
• Ensure facilities services, maintenance activities.
• Ensure the performance of complete Admin related staff across the company as per agreed organization structure.
• Assist in Developing on site visitor and contractor handling & Gate system.
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations.
• Ensure schedules and deadlines.
• Keep abreast with all organizational changes and business developments.
• Work closely and transparently with all external partners including third-party vendors and consultants (Security/Janitorial services providers).
• Assist in Overseeing administrative functions as well as facilities to ensure efficient and consistent operations as the organization scales.

Transport/Fleet Management

• Assist in Deploying transport/fleet management system.
• Ensure the complete maintenance of company owned vehicles by developing and deploying the fleet maintenance SOP.
• Manage the usage of fleet Log book and daily maintenance checklist adherence of vehicles.
• Own the vehicle maintenance cost within approved budget.
• Assist in development of the parcel management for system.

Registry Management

• Assist in deploying of registry management system.
• Ensure the record and files of all types of registries i.e. vehicles, company property etc.

Security and safety

• Assist in development of security management system in.
• Ensure the effective utilization of security related staff, i.e. guards
• Ensure the maintenance of complete security related system in the company i.e. CCTV system.
• Ensure the process of Development and deploying of the maintenance, inspection and testing of all of the fire safety equipment and systems, keeping records and certificates of compliance.
• Ensure to control and manage safety related issues
• Ensure to protect the employees and the business, the maintenance of the hardware.
• Ensure the recording of any type of safety, security related incident / accident, its corrective / preventive action through proper root causing by execution of the CAPA system of the company.

Procurement of general items:

• Ensure execution of procurement in SOPs.
• Ensure the development of safety stocks for all types of general items that's used regularly.
• Ensure the timely procurement of general items by keeping in mind the safety stocks.
• Monitor inventory of office supplies and its purchasing with attention to budgetary constraints

Admin Store:

• To maintain Admin G. Store (Running & Old items store) Stock with details handling, Receiving/ Dispatching/ Sorting / Maintaining at Store areas.
• Getting all inventory audited as per predefined schedules.
• Raising Purchase requisitions within 2 days after receiving demands from various departments.
• Coordination with Purchaser for ensuring timely procurements against raised demands.
• Coordination with Gate Officer for IGP's upon receipt of items and getting those items checked as per PO raised by purchaser and original invoices
• Physical checking of items received in terms of required quantity and quality.
• Making GRN's in system upon receipt of items
• Making issue note to concerned departments if items are already in stock or after procurement.
• Handling Software, documentation and record of all G. Store operations and transactions.
• Assistance in other Special Assigned Tasks/ permanent assignment by admin department

Emergency Handling Administration & Event Management:

• Assist in the dealing of urgency situation with all government / non-government bodies professionally including theft case, electricity failure, vehicle accidental issue, police station matters.
• Assist to Amicable deal with local bodies i.e., Dengue team, Civil Defense, PESSI, EOBI, Professional Tax, Labor department etc.
• Overseeing and processing conferences and events management.
• Liaising and working in relation with other departments about their needs or requirements

Job Specification & Experience:

• Minimum Bachelors & Master is preferred – From HEC recognized university
• Business Administration, Public Administration, Management, Supply Chain, or relevant discipline.

3 to 5 years of experience in:

• Administration & facility management
• Vendor management & procurement
• Office maintenance, repairs, utilities, and security coordination
• Inventory & asset management
• Travel management & logistics
• Events, housekeeping & compliance handling

Job Type: Full-time

Pay: Rs85, Rs90,000.00 per month

Work Location: In person

Expected Start Date: 05/12/2025