Head of Administration

ACE Group is looking for an experienced and strategic Head of Administration to lead and manage the entire administrative function across the organization. This senior leadership role requires a proactive and hands-on professional who will ensure the efficient, safe, and cost-effective operation of offices, fleet, properties, and support services. Reporting directly to the Executive Head, the successful candidate will oversee the administration team and work closely with Finance, HR, Procurement, IT, and business leaders to promote operational excellence and financial discipline throughout the company.

Key Responsibilities

Strategic Administration Management: Develop and implement administration strategies, policies, and standard operating procedures that align with the company’s objectives. Set service standards, KPIs, and controls for all administrative areas and regularly monitor their effectiveness. Identify opportunities to optimize processes, reduce costs, and improve service quality across multiple locations. Lead planning for business expansion, office openings, and relocations. Provide senior management with insights on administrative risks, priorities, and improvement plans.

Budgeting, Forecasting & Analysis: Prepare and manage the annual administration budget covering offices, fleet, properties, utilities, maintenance, and support services. Conduct monthly and quarterly forecasts and track actual expenditures against budget. Analyze cost trends and recommend corrective actions and savings initiatives. Perform cost-benefit analyses for major decisions such as leases, vehicle purchases, renovations, and service agreements. Generate regular MIS reports on administrative costs and collaborate with Finance on budget approvals, payments, and audits.

Office Management: Oversee daily office operations across all sites, including front desk, housekeeping, security, pantry, stationery, and general services. Ensure workplaces are safe, clean, well-maintained, and conducive to productivity. Manage seating plans, space utilization, office moves, utilities, supplies, maintenance contracts, and vendor services. Enforce health, safety, fire, and emergency protocols.

Fleet Management: Manage the company fleet including vehicle allocation, registration, insurance, taxes, fuel, and maintenance. Develop and enforce fleet policies covering vehicle logs, fuel cards, mileage tracking, driver management, and accident handling. Monitor fleet costs and performance, advising on vehicle replacement or leasing. Ensure compliance with legal and safety standards for vehicles and drivers.

Property & Facilities Management: Administer company-owned and leased properties, handling rent agreements, renewals, payments, and landlord relations. Supervise building maintenance, repairs, renovations, and upgrades. Maintain accurate property records and ensure compliance with local regulations and safety requirements. Plan preventive maintenance to protect asset value and minimize disruptions.

Vendor & Contract Management: Negotiate and manage contracts with service providers such as security, cleaning, maintenance, transport, and utilities. Monitor vendor performance against SLAs and take corrective action when necessary. Work closely with Procurement to ensure competitive and policy-compliant purchasing.

Management Issues & Stakeholder Support: Act as the escalation point for administrative issues, resolving them promptly and fairly. Support senior management with logistics for events, travel, accommodation, visitors, and board meetings. Coordinate cross-functional administrative matters with HR, Finance, IT, and business units. Handle sensitive issues with discretion and professionalism.

Team Leadership: Lead, coach, and develop the administration team, including office, fleet, and facilities staff. Set clear objectives, monitor performance, and promote a culture of service, accountability, and continuous improvement. Manage staffing plans, rosters, and coverage across locations.

Asset Management, Compliance & Audit: Maintain an accurate register of company assets such as furniture, equipment, vehicles, and properties, with periodic physical verification. Ensure compliance with company policies, legal requirements, and audit standards. Support internal and external audits with complete and accurate documentation.

Required Qualifications

- Bachelor’s degree in Business Administration, Management, Finance, or related field; MBA preferred.
- Minimum 10 years of administration experience, including at least 3 years in a senior or head-of-function role.
- Proven skills in managing administrative budgets, forecasting, and cost analysis.
- Hands-on experience in office, fleet, property, and facilities management across multiple sites.
- Strong knowledge of lease agreements, vendor contracts, and property documentation.
- Experience developing administrative policies, SOPs, and controls.
- Advanced proficiency in MS Excel and familiarity with ERP, HRMS, or asset management systems.

Preferred Qualifications and Benefits

- Experience in a multi-entity or group company environment is advantageous.
- Strong strategic thinking with the ability to translate business goals into actionable administrative plans.
- Excellent financial discipline, problem-solving, negotiation, and stakeholder management skills.
- Proven leadership ability to build and motivate a service-oriented team.
- Commitment to integrity, discretion, and professionalism in handling confidential matters.
- Highly organized and detail-oriented, capable of managing multiple priorities across locations.

Job Details

Location: Kharian
Job Type: Onsite
Working Hours: 1:00 PM to 10:00 PM PKT
Department: Administration

ACE Money Transfer is a UK-based multinational fintech company headquartered in Manchester, providing fast, secure, and affordable online remittance services across 29 countries and enabling cross-border transfers to over 100 countries worldwide. Joining ACE means working with diverse, talented teams and taking ownership of impactful work that shapes the future of global money movement.