Office Supervisor
Fauji Meat Limited
Total years of experience :19 years, 3 Months
Responsible for the administrative activities of the office and outlets of ‘Zabeeha’, a domestic brand of Fauji Meat Limited (FML), a subsidiary of Fauji Fertilizer Bin Qasim Limited (FFBL).
Deal with the various suppliers, collect the required quotations, initiate the purchase requests and prepare the comparison sheets/cost-breakdowns and endorsements by all concern authorities.
Follow-up for timely issuance of job orders and ensure with the selected suppliers for timely delivery of the required material.
To receive the original invoices with delivery challans, verify the material acknowledgements & claimed amount and combine other necessary documents for disbursements of the payments.
Prepare and route the minute sheets of the marketing department along with supporting documents and follow up until the approval by the management. Also, maintain the track record of the same.
Collect the monthly petty cash reports of the outlets and employee reimbursements, primarily look over and initiate for approvals & onward to finance for timely disbursement of the payments to concerns.
Provision of dry stock items (packaging & hygiene items) at the outlets to run the smooth operations. Maintain the store with required and relevant items (dry stock, uniform, brochure, flyers, booklet, giveaway etc.)
Coordinate the monthly attendance with OT hours (if any) of the employees in North Region. Pre-review and fix the attendance formats prior to approval and furnish to HR for final approval to generate the payroll.
Play a focal point person among the management and sales & marketing team members to assist them in their tasks or appropriate support.
Keep refreshed records of the reports, mail in/out, manage with, draft correspondence and all documentation and maintain the records in sequence and easy retrievable approach.
Supporting in receiving the daily sales reports from the outlets in North Region i.e. GRNs, Inventory reports, Transfer summaries, Daily sales reports, Accumulated sales data and Stock reconcile reports and further presenting to the management for their review and analysis.
Coordinate in receiving of the meat shipments by air at the airports (Lahore & Islamabad), the shipment are being sent by Fauji Meat plant site from Karachi on every alternative day.
Provision of accurate, efficient and professional administrative and business support services at all the project locations situated in Madinah, Jeddah & Makkah.
Employee deployment, internal and external transfer with appropriate clearance, logistics supports, travel arrangements and maintenance of the manpower records.
Welcome to the new employees, prepare their joining reports and allocate them to the required work location as directed by the Regional Projects Director.
Manages the Manpower of the company and demobilization plan using Excel pivot tables, formulas (v-lookup) and charts.
Prepare the Manpower Histogram/Plan, profession/trade wise requirements of manpower resources.
Submission of Monthly Manpower Reports by profession, trade and location wise.
Prepare the Staff Incentive Reports on a monthly basis and comply with HRM and Payroll Section to release the monthly incentive bonuses.
Employee Evaluation Reports on yearly basis and submission of proposals/recommendations of the project management to HRM.
Maintain the summaries of terminated, resigned, transferred and escaped employees and ensure with related departments to remove them from our project cost centre.
Provides the accurate manpower resources report to HR Department, which facilitates them in their many related activities including the maintenance of HR database.
Handled the project’s petty cash, preparation of related summaries, submission in the oracle system with due approval of the Project’s Director.
Manages the Regional Projects Director office activities as an additional responsibility in providing the Executive Assistant support services and all related activities/multi tasks.
Supervised the activities of the administrative workflow to ensure office support services are delivered and responded with accurate and timely manners.
Streamlined and assigned the job descriptions to the administrative staffs as per their capabilities and dealt with their job conflicts and also provided the leadership & guidance.
Implemented the leave system, processed and expedited the resignations & terminations, appropriate clearances, exit re-entries & final exits, annual & final settlements.
Ensured about employee benefits services are dispensed in a speedy and effective manners such as housing & transportation allowance, appraisal forms, salary adjustments, increments, family visa requests, duty resumptions, sim card requests.
Monitored the activities of the time keeping office & digital attendance system; ensured that the daily manpower report is regularly provided to the management.
Finalized the monthly time sheets with overtime records, absenteeism, unpaid & sick leave etc.
Recorded & justified the salary issues with payroll section and also initiated the absconded cases to stop their payrolls.
Assisted in the recruitment process; issuance of job offer letters for selected candidates & ensured for its acceptance, prepared new joining reports.
Attended emergency situations of employees and provided necessary services and also assisted the injured or deceased employees.
Handled travel orders, employees allocation & transfers, travel arrangements and adjusted expenses through petty cash in accordance with the company procedures.
Look after the camp administration, accommodation arrangement and supplies of electricity, washing & drinking water etc. and controlled the consumption.
Serve as a point-of-contact for the Client Project Team; supporting them about administrative requirements and maintained a soft image of the company.
Carried out the protocol services in order to facilitate internal & external meetings, ensured proper etiquette and streamlined.
Performed advanced administrative support tasks, maintains highly confidential reports and transmitting of necessary information.
Planned and coordinated for a variety of administrative & personnel services and contributed to deliver the results to the management & staffs.
Monitored the site administrative staff’s activities to ensure that all site office administrative works are accomplished in a respectful & response way and actions are complying with relevant policies & procedures.
Handled travel arrangements and other various administrative tasks.
Preliminary orientation given to the new employees arrived at office.
Updated the management with the necessary information this helps to carry out some confidential tasks.
Coordination was made between site & head office about all kinds of employee’s human resources requirements.
Collaborated to enforce the company policies and procedures and sustain the work environment.
Composed correspondence, prepared spreadsheets & forms, presentations, quarterly newsletters, proposals etc. and submitted to concerns and maintenance of records.
Organized & scheduled internal & external meetings including meeting’s agenda and MOMs.
Effectively managed & assisted for various administrative and office management tasks.
Followed up for monthly attendance system, verification of overtime sheets and proceeded to payroll with detailed reports of delays and absenteeism.
Drafted company circulars, letters, faxes, reports and made necessary correspondence.
Facilitated for employee’s requests, all types of leaves, acceptance of resignations, processed the terminations, annual leaves & final clearances and set up records of all information in company databases and files.
Finalized the business trip ‘inbound & outbound’ of the management & senior professionals.
Issued mobile connections, activated to require mobile packages and answered related queries.
Arranged printing materials such as employee’s business cards, letterheads, stamps and envelopes with company logo, address & contact information.
Finalized the guest houses on rental basis for employees, responsible the housekeeping team, repaired & maintenance and also logistic support was given in this regards.
Marketed the required suppliers and negotiated for the best prices with the best quality of items such as fixed assets, low assets, office equipments and supplies etc.
Conducted physical verification of fixed assets in collaboration with store & finance team.
Established the document control repository (hard & electronic) for easy accessed & referrals.
Performed various other administrative duties and activities as assigned by the management.
Accelerated office administrative activities and performed secretarial assignments to the Group Manager - Product Development and senior staff of the tourism department.
Composed and prepared written documentation and correspondence for the office; screened and evaluated incoming and outgoing correspondences and prepared responses as appropriate.
Managed calendar & scheduled appointments; dealt with schedule conflicts and refusal pleasantly and gracefully.
Gathered, entered and updated data to maintain department records and databases, as appropriate; established and maintains files and records for the office.
Handled domestic and international travel arrangements including hotel bookings and airport pick & drop services for the principal executives.
Supported and coordinated of the payment of invoices and reimbursements of business related expenses in accordance with financial policies and procedures.
Responsible for hygiene of the office and monitored the work of back office personnel and supervised their performances.
Ensured that various administrative tasks are completed in an effective and efficient manner; this includes copying, scanning, printing, reviewing incoming mail, screening phone calls, transmitted of messages, stationary stock, in/out mail management and acknowledgements.