Facility Services Executive

The Facility Services Executive will play a crucial role in supporting the smooth operation of the organization by managing various administrative and facilities-related tasks. Reporting to the Facilities Manager, this position is based in Islamabad within Telenor Shared Services Pakistan’s Facility Management department. The role involves coordinating visa processing, travel arrangements, hotel bookings, vehicle management, and building operations and maintenance. The successful candidate will ensure seamless facilitation of services for employees and guests, contributing to an efficient and well-organized work environment.

Key Responsibilities

- Oversee end-to-end visa processing for employees, including coordination with immigration authorities, embassies, and government bodies such as FIA and MOI. Maintain accurate records of visa statuses and expiration dates.
- Arrange domestic and international travel for employees, managing ticket bookings, changes, cancellations, and refunds in collaboration with travel agencies.
- Manage hotel bookings for business trips, conferences, and events, ensuring accommodations meet the needs of employees and foreign guests.
- Coordinate building operations and maintenance activities, liaising with vendors to ensure the facility is well-maintained and operational.
- Organize vehicle arrangements, including rental cars, chauffeur-driven vehicles, and shuttle services, scheduling pick-ups and drop-offs as required.
- Serve as a primary point of contact for facilities-related inquiries from employees, vendors, and external partners.
- Maintain and update Standard Operating Procedures (SOPs) related to facilities management.
- Manage ad hoc projects such as arranging company away days and other special activities.
- Oversee office inventory, giveaways, and clearance processes for resigned employees.
- Handle medical insurance renewals and endorsements.
- Manage fuel card activities and deactivation for eligible staff.
- Coordinate VIP guest transportation between office, hotels, and airports.
- Continuously identify opportunities to improve policies and procedures related to facilities and travel management.

Required Qualifications

- Graduate or Master’s degree with a minimum of 2 years of relevant experience.
- Proven background in facilities management, travel coordination, or similar administrative roles.
- Strong organizational and multitasking abilities, with the capability to prioritize tasks effectively under pressure.
- Excellent communication and interpersonal skills, enabling professional interaction at all organizational levels.
- Familiarity with visa regulations, travel logistics, and hotel booking processes.
- Detail-oriented with a proactive approach to problem-solving and process improvement.

Preferred Qualifications and Benefits

- Good knowledge of visa application processes and government registration procedures.
- Ability to handle extensive workloads efficiently and meet stringent deadlines.
- Willingness to accept challenges and adapt to changing priorities in a dynamic work environment.

Joining Telenor Shared Services Pakistan offers the opportunity to develop professionally within a diverse, inclusive, and open workplace. The organization is committed to supporting employees in achieving their career goals while providing efficient business support across Finance, HR, and IT functions. This role is offered on a Direct Fixed Term Contract basis and is an excellent opportunity for candidates seeking to enhance their expertise in facilities and travel management within a leading multinational company.

*Note: The responsibilities and goals outlined are indicative and may be subject to change based on organizational needs.*