Admin Officer

2 weeks ago

Lahore, Punjab, Pakistan Encyphers Full time 1,200,000 - 2,400,000 per year

Position Title: Admin Officer

Reporting To: Operations/HR Manager / CEO Role Overview

The Admin Officer is responsible for ensuring smooth day-to-day operations of the office, maintaining facilities, handling vendor coordination, supervising support staff, and ensuring a productive and safe work environment. The role demands discipline, punctuality, and proactive problem-solving to support all departments (Engineering, Sales, Marketing, Design, HR, Finance).

Key Responsibilities

1. Office & Facility Management

  • Ensure uninterrupted electricity, generator, UPS, and internet connectivity.
  • Conduct daily checks on ACs, lighting, workstations, and general facilities.
  • Oversee cleanliness of office spaces, washrooms, and common areas.

  • Maintain compliance with health, safety, and security protocols.

  • Supplies & Inventory Management

  • Track and maintain inventory of office supplies (water, tea, tissues, stationery, hygiene items, etc.).

  • Raise procurement requests for shortages and maintain cost-effective vendor relations.

  • Manage office assets and equipment (laptops, desktops, devices, etc.) in coordination with IT and HR.

  • Vendor & Maintenance Coordination

  • Liaise with electricians, technicians, furniture vendors, internet providers, etc. for repairs and maintenance.

  • Negotiate with vendors for timely service delivery and competitive pricing.

  • Keep detailed logs of vendor visits, issues resolved, and pending items.

  • Staff & Support Supervision

  • Supervise office boys, janitorial staff, and support workers to ensure discipline and task completion.

  • Conduct daily handovers between day and night shift staff.

  • Ensure refreshments and meals are timely arranged for staff when needed.

  • Administrative Support

  • Maintain records of office expenditures (utilities, supplies, petty cash).

  • Assist HR in attendance tracking, leave management, and onboarding support.

  • Coordinate with management for office events, meetings, and travel logistics.

  • Reporting & Accountability

  • Submit a Daily Operations Scrum Report covering:

  • Arrival & departure times
  • Utilities/facility status
  • Supplies check
  • Vendor/repair updates
  • Staff handovers
  • Break times
  • Pending issues/follow-ups
  • Escalate critical operational risks (e.g., power outage, internet downtime) immediately.

Qualifications & Skills

  • Bachelor's degree (preferably in Business Administration, Management, or related field).
  • 1-2 years of experience in administration/office management (IT/software industry preferred).
  • Strong knowledge of office operations, vendor management, and facility handling.
  • Proficiency in MS Office (Word, Excel, Outlook) / Google Workspace.
  • Good communication and negotiation skills.
  • Ability to manage staff, multitask, and meet deadlines under pressure.
  • Strong sense of discipline, punctuality, and accountability.

Job Type: Full-time

Education:

  • Bachelor's (Preferred)

Experience:

  • Office Management Role: 1 year (Preferred)

Language:

  • English (Preferred)

Work Location: In person

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