Administrative Assistant

Revive Medical Technologies Inc.

Islamabad , Pakistan

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The Administrative Assistant role is a full-time, on-site position based in Islāmābād, Pakistan. This role is essential in supporting the daily operations of the office by managing calendars, scheduling meetings, organizing documents, and maintaining accurate records for leadership and project teams. The position requires handling phone calls and emails, greeting visitors, coordinating travel and logistics, and preparing basic reports and presentations to ensure smooth office functioning.

Key Responsibilities
- Manage clerical tasks including filing, data entry, document formatting, and maintaining inventory of office supplies.
- Ensure professional communication with both internal and external stakeholders.
- Collaborate closely with executive leadership and cross-functional teams to support efficient workflow and timely completion of administrative processes.
- Source and manage outsourced vendors, including acquiring new vendors and obtaining quotations for required tasks within the facility.
- Handle and process Quality Management System (QMS) documentation and training activities.
- Oversee staff transport operations, including routing, billing, and outsourced transport arrangements.
- Coordinate civil and mechanical works within the facility as needed.
- Manage field-related tasks such as vendor quotations, material sourcing, and vendor coordination.
- Supervise housekeeping and mess staff, including task allocation, leave management, and duty rosters.
- Manage utility billings, draft contracts and agreements as required.
- Oversee store and facility inventory, issue vouchers, and maintain proper in/out registers.
- Take on any unforeseen tasks assigned by management, demonstrating flexibility and adaptability.
- Work effectively under pressure, including the ability to handle occasional long working hours.

Required Qualifications
- Proven experience in sourcing and managing outsourced vendors.
- Strong ability to acquire new vendors and obtain competitive quotations.
- Experience handling QMS documentation and coordinating related training.
- Competence in managing staff transport logistics and billing processes.
- Practical knowledge of executing civil and mechanical works within a facility.
- Ability to manage field operations including vendor and material coordination.
- Experience supervising housekeeping and mess staff with responsibilities such as task allocation and leave management.
- Skilled in managing utility billings and drafting contracts or agreements.
- Proficient in inventory management, including issuance of vouchers and maintaining registers.
- Ability to handle diverse administrative tasks as assigned by management.
- Capacity to work under pressure and manage extended working hours when necessary.

Experience
Candidates should have 5 to 7 years of experience working as an Administrative Officer or Administrative Assistant, demonstrating a strong track record in office administration and facility management.

This role offers the opportunity to work in a dynamic environment supporting leadership and project teams, requiring a proactive and organized individual capable of managing multiple responsibilities efficiently.