Administration Officer

Posted date

20th November, 2025

Last date to apply

5th December, 2025

Country

Pakistan

Locations

Karachi

Category

Operations / Administration

Type

Full Time

Position

1

Experience

10 years

Relevant Experience:

Office Administration & Coordination

• Managed daily office operations, ensuring smooth workflow and timely task completion.
• Coordinated inter-departmental communication and acted as a central point of contact.
• Maintained office manuals, procedures, and administrative policies.

2. Staff Supervision & Team Management

• Supervised admin staff, assigned duties, and monitored performance.
• Conducted staff training for office procedures, documentation, and compliance.

3. Document & Record Management

• Oversaw filing systems, document control, and secure record-keeping.
• Developed and maintained databases, reports, and administrative logs.

4. Procurement & Inventory Control

• Managed procurement of office supplies, equipment, and services.
• Negotiated with vendors to ensure cost-effective purchasing.
• Maintained inventory tracking and asset management records.

5. Facility & Maintenance Management

• Coordinated office maintenance, security arrangements, and utilities management.
• Liaised with service providers for repairs, housekeeping, and building services.

6. HR & Employee Support Functions

• Assisted in recruitment processes, onboarding, and attendance management.
• Handled leave records, timesheets, and HR documentation.

7. Financial & Budget Support

• Prepared administrative budgets and monitored operational expenses.
• Processed invoices, purchase orders, and petty cash disbursements.

8. Event & Meeting Management

• Organized official meetings, workshops, and travel arrangements.
• Prepared agendas, meeting minutes, and logistics planning.

9. Compliance & Policy Implementation

• Ensured compliance with organizational SOPs and government regulations.
• Assisted in audits, inspections, and policy enforcement.

10. Communication & Customer Service

• Drafted letters, emails, circulars, and official correspondence.
• Handled internal and external inquiries professionally.

Job Description:

Key Responsibilities

1. Office Administration & Coordination

• Manage daily office operations and ensure smooth workflow.
• Maintain office systems, files, records, and documentation.
• Coordinate communication between departments and act as a central point of contact.

2. Facility & Asset Management

• Oversee office facilities, building maintenance, cleanliness, and security arrangements.
• Manage office equipment, assets inventory, repairs, and service contracts.
• Ensure timely utilities management (electricity, internet, IT support).

3. Procurement & Vendor Management

• Handle procurement of office supplies, stationery, and services.
• Evaluate vendors, negotiate prices, and maintain vendor contracts.
• Ensure cost-effective purchasing and timely delivery.

4. Human Resource Support

• Assist in recruitment processes, onboarding, and employee record management.
• Maintain attendance, leave records, and staff documentation.
• Coordinate training sessions, meetings, and staff engagements.

5. Finance & Administrative Support

• Prepare and manage administrative budgets and expenditure reports.
• Process purchase orders, invoices, and petty cash disbursements.
• Assist in audits, compliance checks, and documentation.

6. Meetings & Events Management

• Schedule and coordinate meetings, workshops, and corporate events.
• Prepare agendas, minutes, and logistics arrangements.
• Oversee travel arrangements, hotel bookings, and transport coordination.

7. Compliance & Policy Implementation

• Ensure adherence to organizational policies, SOPs, and legal requirements.
• Support the implementation of administrative procedures and improvements.
• Assist in internal and external audits.

8. Customer Service & Communication

• Handle internal and external inquiries professionally.
• Draft official correspondence, letters, memos, and reports.
• Maintain positive relationships with employees, clients, and service providers.

Required Qualifications & Skills

• Bachelor's degree in Business Administration, Management, or a related field.
• 3–5+ years of administrative experience (more preferred for senior roles).
• Strong organizational, communication, and interpersonal skills.
• Proficiency in MS Office (Word, Excel, PowerPoint).
• Ability to multitask, prioritize, and manage time effectively.
• Problem-solving attitude with high attention to detail.

Preferred Attributes

• Experience working in a corporate, NGO, or multinational environment.
• Knowledge of procurement procedures and facility management.
• Ability to work under pressure and meet deadlines.
• Professional demeanor and strong ethical standards.