Administration Officer

 Specialist Administration  

·         Managing company’s administrative affairs, such as facilities management, front desk, mail, hotel reservations, transportation, housekeeping services, travel and security services, repair & maintenance, and vendor management for other key services

·         Generated and proposed annual budget assumptions, operational objectives, in conjunction with local Finance group

·         Analyzed and reported monthly performance to identify the causes of unfavorable deviations and define corrective actions

·         Supervising the Company’s Fleet Management Program related to fleet safety performance and proposing/planning annual vehicle requirements for the Admin department.

·         Leading quarterly safety audit of equipment and office area, developed action plan and procedures for identified gaps

·         Liaison with offices building managements, external agencies & other Govt. regularities for the disposal of different administrative matters.

·         Developed and standardized organizational structure, capabilities, processes and procedures for all offsite locations

·         Manage projects regarding major/minor structural upgrades, expansions or sourcing of facilities and services in an efficient and effective manner.

·         Led the project to renovate recently new Company guest houses to facilitate boarding and lodging of employees, expatriates and other external visitors

·         Developed and implemented the Administration procedure in PMI’s facilities and the same

·         Special Assessment at Factory:

·         Maintain liaison and congenial working relations and deal with district management, local police station and other agencies.

·         Coordinate with local vendor for maintenance of pool vehicles / executive vehicles and supervises Fleet Admin personnel for vehicles maintenance

·         Civil repair & maintenance of admin block,  plant & sales centers

·         Workout capex requirements for BP planning and budget vs. actual monitoring

·         Responsible for lodging FIR in consultation with Corporate Legal / accompany local legal advisor / advocate in matters such as theft, robbery, dacoity etc.

·         Manage all communications means of the location offices, telephone lines, fax, telephone exchange, verification of monthly bills, verify cell phone bills to ensure monitoring of personal / international calls and forward deduction to payroll accordingly.

·         Ensure compliance of regulatory requirements to avoid future claims against short payment of SESSI, EOBI, Education Cess.

·         Facilitate workers in processing their claims / benefits from Insurance /EOBI / ESSI, Welfare board, Labour Department and others.

·         Ensure third party contractor’s compliance pertaining to uniform, shoes, PPEs etc.

·         In coordination with corporate legal department defend / initiate legal cases in relevant court of law and keep record of all legal cases.

·         Responsible to update legal repository         

Special assessment during the office shifting in 2013.

·         Supervised, monitored and supported the move from Bahria Complex III to Dolmen Mall Clifton in 2013. Ensured smooth shifting and movement of staff and conducted with the concerned departments and movers in connection with packing of cartons and shifting records and equipment.

·         Facilitated all head office employees for  all activities  such as reception, telephone, communication, mail, furniture and equipment, hotel and guest house booking, cleaning, security guards, courier services, arrangement of food at cafeteria and personnel transportation

·         Maintained company’s guesthouses at Karachi through liaison with 3rd party vendors

·         Supervised company pool car movement and administrated performance of drivers to ensure all companies requirement are met efficient.

·         Initiated and monitored the pick and drop facilities for female employee through introduction of third party vendor.

·         Ensured adequate security arrangements for Head Office, Expatriates houses and PMI guests/visitors travelling within the province.

·         Dealt and negotiated with vendors, suppliers and business partners to ensure timely performance of all activities.

·         Maintained and managed all pantry/Cafeteria items on weekly basis.

·         Supervised and managed housekeeping of head office as well as guest houses.

Specialist Facilities (Guest Houses)

·         Supervised, Monitored to PMI all guest houses in Karachi

·         Arranged accommodation for all PMI external and internal guests

·         Proper Maintained and purchased monthly grocery for all guest houses

·         Proper maintained to guest houses also arranged repairing and maintenance work time to time whenever required.