Administration & Operations Executive

Experience:

6-8 years

Job Purpose:

The Administration & Operations will be responsible for end-to-end operational management, employee support services, cost control, vendor coordination, and administrative functions. The role requires close collaboration with internal departments, vendors, government authorities, and external stakeholders to ensure smooth office operations, compliance, and cost-effective service delivery.

Key Responsibilities:

1. Employee Support Services (ESS)

• Coordinate with Head Office Sourcing & Logistics team for procurement and allocation of laptops for new joiners.
• Manage IT accessory requests (laptops, adapters, batteries, etc.) against employee claims and requirements.
• Arrange seating plans, workstations, and office amenities for Infotech and Valyrian staff.
• Ensure timely procurement and availability of E-Stamps for customer agreements and transactions.
• Coordinate with MIS team for IT warranty claims, support issues, and asset tracking.
• Manage accurate and timely dispatch of invoices and delivery orders to customers.
• Oversee restroom and cafeteria operations, ensuring hygiene standards and adequate staffing.

2. Operations & Logistics Management

• Verify incoming hardware and material supplies against purchase orders to ensure accuracy.
• Ensure regular maintenance and servicing of office equipment to minimize operational downtime.
• Coordinate customer deliveries and pickups from vendor warehouses.
• Manage vendor payments including office rent, utilities, and recurring operational expenses.
• Supervise third-party service providers (electricians, plumbers, contractors) for quality and timely service.
• Handle documentation related to State Life Building Corporation including rental agreements and utility matters.
• Maintain systematic filing of invoices, delivery orders, sales/purchase orders, and contracts for audits and compliance.
• Conduct vendor sourcing, negotiations, pricing approvals, and contract management.
• Coordinate with clearing & forwarding agents for timely clearance of goods from sea ports and airports.

3. Cost & Fund Management

• Manage operational funds received from Head Office, ensuring proper utilization and documentation.
• Maintain and reconcile daily expenses through Imprest fund with transparency and accuracy.
• Monitor IT hardware and material costs to ensure adherence to approved budgets.
• Coordinate closely with Finance Department for expense reporting and reconciliations.

4. Collaboration & Communication

• Maintain strong liaison with State Life Insurance Corporation’s building management.
• Coordinate with government departments for licenses, certificates, and regulatory approvals.
• Support internal events such as birthdays, annual dinners, Women’s Day, and other corporate activities.
• Respond to internal queries related to invoices, delivery orders, and vendor payments.
• Ensure effective communication with internal teams, vendors, and external clients.

5. Special Assignments & Compliance

• Handle SRB tax matters in coordination with auditors and legal advisors, including court appearances if required.
• Manage labor court cases and legal correspondence involving former employees.
• Support MIS team in networking, cabling, and basic technical infrastructure requirements.
• Oversee travel management and correspondence with Karachi Chamber of Commerce when required.

Required Skills & Expertise:

• Strong experience in Administrative & Operational Management
• Sound knowledge of Internal Audit, Fund & Cash Management
• Expertise in Vendor Management, Negotiations & Logistics
• Good understanding of Taxation, Legal & Compliance matters
• Strong coordination, documentation, and communication skills
• Ability to manage multiple stakeholders and priorities effectively

Job Type: Full-time

Pay: From Rs75,000.00 per month

Work Location: In person