Administrative Assistant

Revive Medical Technologies Inc.

Islamabad , Pakistan

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The Administrative Assistant position is a full-time, on-site role located in Islāmābād, Pakistan. This role is essential for supporting daily office operations and ensuring smooth administrative workflows. The successful candidate will manage calendars, schedule meetings, organize documents, and maintain accurate records for leadership and project teams. Additionally, the role involves handling phone calls and emails, greeting visitors, coordinating travel and logistics, and preparing basic reports and presentations. The Administrative Assistant will also perform clerical duties such as filing, data entry, document formatting, and managing office supply inventories. Collaboration with executive leadership and cross-functional teams is key to supporting timely execution of administrative processes and maintaining professional communication with both internal and external stakeholders.

Key Responsibilities

- Manage day-to-day office operations including calendar management, meeting scheduling, and document organization.
- Handle incoming phone calls and emails, and greet visitors professionally.
- Coordinate travel arrangements and logistical support for leadership and project teams.
- Prepare basic reports and presentations as required.
- Perform clerical tasks such as filing, data entry, and document formatting.
- Maintain accurate records and inventories of office supplies and equipment.
- Source and manage outsourced vendors, including acquiring quotations and overseeing vendor relationships.
- Handle Quality Management System (QMS) documentation and training coordination.
- 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 and material procurement.
- Supervise housekeeping and mess staff, including task allocation, leave management, and duty rosters.
- Manage utility billings, contracts, and agreement drafting.
- Oversee store and facility inventory, issuance of vouchers, and maintain proper in/out registers.
- Execute any unforeseen tasks assigned by management.
- Work effectively under pressure and be adaptable to long working hours when necessary.

Required Qualifications

- Proven experience in sourcing and managing outsourced vendors.
- Ability to acquire and evaluate quotations for various facility-related tasks.
- Experience handling QMS documentation and coordinating related trainings.
- Competence in managing staff transport logistics, including routing and billing.
- Knowledge of civil and mechanical works execution within a facility environment.
- Strong skills in managing field operations such as vendor and material sourcing.
- Experience supervising housekeeping and mess staff, including scheduling and leave management.
- Ability to manage utility billing processes and draft contracts and agreements.
- Proficiency in inventory management, including voucher issuance and maintaining registers.
- Flexibility to handle diverse and unforeseen tasks as assigned by management.
- Capacity to work under pressure and manage extended working hours when required.

Experience

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

No preferred qualifications or benefits were specified for this role.