Job Summary:
We are looking for a highly organized and proactive Admin Officer /Executive Assistant to ensure smooth office operations and provide top-level support to senior management. Responsibilities include managing office supplies, coordinating meetings and travel, overseeing cash flow, and handling billing and payments. The ideal candidate is detail-oriented, capable of multitasking, and comfortable handling confidential information.

1. Office & Facility Management:

• Oversee office maintenance, cleanliness, and supplies inventory.
• Ensure smooth functioning of facilities (electricity, HVAC, plumbing) and coordinate repairs.
• Manage office equipment (printers, IT assets) and service contracts.

2. Vendor & Utility Management:

• Liaise with vendors for supplies, maintenance, and services (cleaning, security, etc.).
• Maintain records of contracts, quotations, and service agreements.
• Handle utility matters.
• Process and track monthly utility bills (electricity, gas, water, internet, etc.) to ensure on-time payments and avoid service disruptions.

3. Petty Cash & Financial Support:

• Manage petty cash disbursements, maintain logs, and reconcile expenses.
• Process employee reimbursements with proper documentation.
• Ensure financial transparency and report discrepancies.

4. Executive Support:

Professional:

• Provide comprehensive administrative support to senior management, including managing calendars and coordinating communications.
• Handle sensitive and confidential information with discretion.
• Meeting & Event Coordination:
• Plan and coordinate meetings (in-person and virtual), managing logistics such as room bookings and technology setup.
• Prepare meeting agendas, take minutes, and follow up on action items.

Personal (Household Management):

Comprehensive Bill Payments:

• Process and reconcile all household utility payments (electricity, water, gas, internet, etc.)
• Maintain organized records of payments and service contracts
• Monitor due dates and ensure timely payments to avoid service interruptions

Property Maintenance Oversight:

• Coordinate all repairs, renovations, and maintenance (plumbing, electrical, painting)
• Manage relationships with contractors and service providers
• Conduct quality inspections of completed work

Vehicle Fleet Management:

• Schedule and oversee regular vehicle servicing and maintenance
• Manage fuel procurement and usage tracking
• Handle all insurance renewals and documentation

Household Operations:

• Maintain inventory and procure all kitchen/household supplies
• Oversee maintenance of water filtration systems and major appliances
• Manage household staff schedules and responsibilities

5. Documentation & Compliance:

• Maintain company records (employee files, contracts, policies).
• Ensure adherence to administrative SOPs and data confidentiality.

6. General Support Services:

• Address staff administrative requests (stationery, couriers, etc.).
• Assist in organizing office events, meetings, and logistics.

Qualifications:

Qualifications & Skills:

Education: Bachelor's degree
Experience: 1 years in Office management/Executive support

Technical Competencies:

• Advanced proficiency in MS Office (Word, Excel, PowerPoint)
• Excellent email drafting and documentation skills

Core Competencies:

• Exceptional organizational and time management abilities
• Professional discretion with sensitive information

Strong verbal/written English communication skills

Job Type

• Full-time
• Morning shift: 10 am to 7 pm
• Location: Shahrah-e-Faisal, Karachi
• Salary: Market Competitive (Based on market compatibility)

Job Type: Full-time

Pay: Rs30,000.00 - Rs40,000.00 per month