We are looking for a dedicated and experienced Administrative Officer to oversee daily operational and administrative activities within a busy retail environment. The successful candidate will be responsible for managing purchasing, facility upkeep, stock control, and coordinating with multiple departments and external vendors to ensure seamless business operations. This role demands excellent organizational skills, multitasking ability, and a proactive mindset to address challenges efficiently.
Key Responsibilities
- Efficiently manage daily administrative and operational functions to support smooth business flow.
- Handle all purchasing activities, coordinate deliveries, and liaise with mall management for permits and inward movement of goods.
- Oversee facility management, maintain floor decorum, and promptly resolve any administrative issues that arise.
- Collaborate with the Finance department for approvals and preparation of Purchase Requisition Notes (PRN), Goods Received Notes (GRN), and Out Gate Passes (OGP), ensuring all necessary approvals from HOD/GM-P are secured.
- Maintain administrative stock such as stationery, maintenance tools, and first aid kits, updating stock reports regularly to ensure accuracy.
- Train and orient administrative staff, fostering a safe and secure work environment while encouraging personal growth and development.
- Work closely with Marketing, HR, and Operations teams on printing and related administrative tasks.
- Coordinate with third-party housekeeping vendors to manage staff concerns and monitor daily work schedules effectively.
- Clearly communicate job expectations to staff, plan and monitor their performance, and handle coaching, counseling, and disciplinary actions as needed.
- Support financial objectives by anticipating requirements, assisting in budget preparation, scheduling expenditures, monitoring costs, and analyzing variances.
- Monitor office supply inventory and manage procurement within established budget limits.
- Maintain strong relations with the Customs Department and other relevant authorities to ensure compliance and smooth operations.
- Identify departmental supply needs and manage communication systems by evaluating options, maintaining equipment, and approving invoices.
- Assist HOD with travel arrangements for Fun City staff and management.
- Support the HOD in managing the center’s rent-related matters with the mall administration.
- Effectively manage schedules and deadlines to ensure timely completion of tasks.
- Handle all payment processes and generate GRNs for submission to the Finance department.
- Safeguard legal and asset-related documents as directed by HOD/Management.
- Ensure firefighting and other safety equipment are properly maintained and functional at all times.
- Perform any additional tasks assigned by HOD/Management to support overall business operations.
Required Qualifications
- Bachelor’s degree or higher qualification.
- Minimum of 5 years’ experience in an administrative role within a similar environment.
- Strong skills in vendor and client management.
- Proficient in facility management and inventory control processes.
- Ability to prepare detailed daily, weekly, and monthly reports on inventory flow.
- Excellent communication and interpersonal skills, with a client-focused and team-oriented approach.
- Positive attitude, self-motivated, hardworking, and capable of working independently under pressure.
- Willingness to work late hours when required to meet business needs.
- Strong networking skills to interact effectively with clients across departments.
- Analytical thinker with solid problem-solving abilities and a proactive “can-do” attitude.
Work Location: Centaurus Mall, Islamabad
Job Type: Full-time, In-person
This role offers an excellent opportunity to contribute to a vibrant retail team, driving operational excellence and continuous improvement in a fast-paced environment.
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