Assistant Manager Administration
International Industrial Limited
مجموع سنوات الخبرة :30 years, 1 أشهر
1. Reporting to Senior Manager - Industrial Relation & Administration to provide high quality administrative duties.
2. Implement administrative policies, processes, and procedures, provide instructions to subordinates and monitor their responsibilities so that work shall carried out in a controlled manner.
3. Preparations of Annual Budget for general services and review monthly Annual Budget and Capex.
4. Weekly review of outstanding PR, PO, GR and invoices related to Admin Cost Centre.
5. Handling all company vehicle registrations, vehicle maintenance, fuel consumption, vehicle tracking, accident claims, vehicle Insurance, Vehicle tax and update all relevant documents.
6. Update daily petty cash statement in Oracle systems with (Cost Centre) on weekly basis and send to account department after approved by Sr. Manager Admin.
7. Supervision of peons, Drivers, gardeners, Cafeteria & Janitorial staffs and their assigned tasks in proper manner. Handling facilities and staff correspondence with manpower contractor & 3p employees.
8. Daily plant visit of outside road, Staff rooms etc and note the issues and deliver to concerned Contractor representative to resolve the issue as soon as possible.
9. Monitoring & Supervise all office Maintenance Team i.e. Electricians, Plumbering, A/C Technician, Carpentering, Janitorial and Building Maintenance Teams to perform their duties as per company polices & maintain Safety Standards.
10. Update all office supplies and stationary in Excel sheet and raise purchase requisition in Oracle system. Ensures all purchasing of office items/supplies etc. is done in a cost-effective manner. Maintaining suppliers list for administration tasks and price comparisons. Payment and record keeping of all administration related works.
11. Receive employee self & family medical bills from 01st to 10th of every month and compile date in excel sheet and send to payroll department on 20th of each month..
12. Update staff monthly reimbursement of cell phone amount and management cell phones & connection of Head Office, Factory & Lahore office to submit the payment on time.
13. Coordinate with Sales & Marketing team for his travel arrangement and provide administrative support Like., Air Ticket, Hotel accommodation, hotel pick & Drop, transport for visit, travel expenses, etc., After travelled staff submitted travelled expenses sheet to update travel expenses system. Follow up with Finance Department on payment.
14. Monitoring of Cafeteria housekeeping and ensure to provide a fresh meal to management and factory staff on time. Manage employee funds with accuracy.
15. Coordinate with PSO representative for staff fuel cards issues and its limits, cards activation and monthly payments on time.
16. Ensure the working environment meet all requisite OHSE standards all the time.
17. Monitoring all incoming & outgoing mail and after verification of monthly bills of TCS/DHL to preparing of Work completion Report for payment.
18. Ensure the smooth running of management meeting and events at factory.
19. Coordinate with transport contractor and monitoring pick and drop services of shift staff and resolve all issues as soon as possible.
20. Ensure provision of all office utilities including electricity, gas, telephone and fax lines etc.
21. Monitoring and coordinate with the client on-site representatives to address the problems and enhance working environment performance.
22. Performing the tasks / functions as assigned by supervision and management from time to time.
1. Reporting to Senior Manager - Industrial Relation & Administration to provide high quality administrative duties.
2. Implement administrative policies, processes, and procedures, provide instructions to subordinates and monitor their responsibilities so that work shall carried out in a controlled manner.
3. Preparations of Annual Budget for general services and review monthly Annual Budget and Capex.
4. Weekly review of outstanding PR, PO, GR and invoices related to Admin Cost Centre.
5. Handling all company vehicle registrations, vehicle maintenance, fuel consumption, vehicle tracking, accident claims, vehicle Insurance, Vehicle tax and update all relevant documents.
6. Update daily petty cash statement in Oracle systems with (Cost Centre) on weekly basis and send to account department after approved by Sr. Manager Admin.
7. Supervision of peons, Drivers, gardeners, Cafeteria & Janitorial staffs and their assigned tasks in proper manner. Handling facilities and staff correspondence with manpower contractor & 3p employees.
8. Daily plant visit of outside road, Staff rooms etc and note the issues and deliver to concerned Contractor representative to resolve the issue as soon as possible.
9. Monitoring & Supervise all office Maintenance Team i.e. Electricians, Plumbering, A/C Technician, Carpentering, Janitorial and Building Maintenance Teams to perform their duties as per company polices & maintain Safety Standards.
10. Update all office supplies and stationary in Excel sheet and raise purchase requisition in Oracle system. Ensures all purchasing of office items/supplies etc. is done in a cost-effective manner. Maintaining suppliers list for administration tasks and price comparisons. Payment and record keeping of all administration related works.
11. Receive employee self & family medical bills from 01st to 10th of every month and compile date in excel sheet and send to payroll department on 20th of each month..
12. Update staff monthly reimbursement of cell phone amount and management cell phones & connection of Head Office, Factory & Lahore office to submit the payment on time.
13. Coordinate with Sales & Marketing team for his travel arrangement and provide administrative support Like., Air Ticket, Hotel accommodation, hotel pick & Drop, transport for visit, travel expenses, etc., After travelled staff submitted travelled expenses sheet to update travel expenses system. Follow up with Finance Department on payment.
14. Monitoring of Cafeteria housekeeping and ensure to provide a fresh meal to management and factory staff on time. Manage employee funds with accuracy.
15. Coordinate with PSO representative for staff fuel cards issues and its limits, cards activation and monthly payments on time.
16. Ensure the working environment meet all requisite OHSE standards all the time.
17. Monitoring all incoming & outgoing mail and after verification of monthly bills of TCS/DHL to preparing of Work completion Report for payment.
18. Ensure the smooth running of management meeting and events at factory.
19. Coordinate with transport contractor and monitoring pick and drop services of shift staff and resolve all issues as soon as possible.
20. Ensure provision of all office utilities including electricity, gas, telephone and fax lines etc.
21. Monitoring and coordinate with the client on-site representatives to address the problems and enhance working environment performance.
22. Performing the tasks / functions as assigned by supervision and management from time to time.
Responsibilities:
1. Reporting to Deputy General Manager Operations & Admin to provide high quality administrative duties.
2. Performs a variety of support tasks that are highly confidential and sensitive related to administration.
3. Dealing with government bodies with diplomacy. Responsible of Government taxes regarding office payments and maintain their records.
4. Supervision of peons, guards, drivers, gardeners, Cafeteria & Janitorial staffs and their assigned tasks in proper manner.
5. Development of Purchase requisition process and monitoring of the same. Ensures all purchasing of office items/supplies etc. is done in a cost-effective manner. Maintaining suppliers list for administration tasks and price comparisons. Payment and record keeping of all administration related works.
6. Monitoring & Supervise all office Maintenance Team i.e. Electricians, Plumbering, A/C Technician, Carpentering, Janitorial and Building Maintenance Teams to perform their duties as per company polices & maintain Safety Standards.
7. Assists in developing, documenting and implementing continuous improvement of administrative processes in order to streamline work.
8. Coordinate with canteen supervisor to provide fresh meal to staff on time. Manage employee funds with accuracy.
9. Handling all company vehicles registration, maintenance, fuel consumption, vehicle tracking, accident, Insurance, Vehicle tax and update all relevant documents and update transport system. Arrange rental vehicle and its approval, movement, monitoring and payments.
10. Coordinate with transport contractor and monitoring pick and drop services of shift staff and resolve all issues as soon as possible.
11. Coordinate with PSO representative for staff fuel cards issues and its limits, cards activation and monthly payments.
12. Coordinate with Sales & Marketing team for his travel arrangement and provide administrative support Like., Air Ticket, Hotel accommodation, hotel pick & Drop, transport for visit, travel expenses, etc., After traveled staff submitted traveled expenses sheet to update travel expenses system. Follow up with Finance Department on payment.
13. Maintaining inventory of all company equipment, machinery, furniture and fixtures.
14. Ensure provision of all office utilities including electricity, gas, telephone and fax lines etc.
15. Performing the tasks / functions as assigned by supervision and management from time to time.
Assisting the Manager Human Resources & Administration to provide high quality administrative duties.
Monitoring all office assets and update gate-pass system.
Responsible to provide Safety and Security in the office
Providing fleet services and monitoring fleet maintenance, fuel consumption, vehicle tracking and update all relevant documents.
Supervising all office Maintenance Team i.e. Electricians, Plumbering, Generator, Carpentering, Janitorial and Building Maintenance Teams to perform their duties as per company polices & Safety Standards.
Arrange rental vehicle and its approval, movement, monitoring and payments.
Verifying staff conveyance claims and arranges his payments.
Printing office stationery, catalogs, booklets, gifts & promotional items, banners, publicity material etc.,
Tracking of mobiles and Sims provided to staff, official usage and payments and personal usage and deductions etc.
Responsible to follow up with Finance Department on payment of invoice and return. Update petty cash in daily basis.
Tenancy contract statement new / renewal and arranging office furniture and plants.
Undertaking reception duties (PABX / guest / courier / faxes )
Arranging air tickets for Director’s and Executives on leave and business trips.
Responsible and manage settlement of all utilities bills timely and accurately, like Mobile, Telephone, Electricity, Water and Sewerage.
Monitoring staff canteen service standards and foods quality.
Updating office inventory on daily, weekly and monthly basis.
Affective implementation of SOP.
General Administration:
The main function is to oversee the day to day responsibilities of all the departments in Karachi office.
Reporting to Senior Operations Manager and provide a high quality administrative duties.
Directly Managing in Vendor Management, Event Management, Facilities management and office administration department.
Planning and organizing the work to reach objective in a timely manner.
Dealing with civil agencies, Labor officer, KESC, SSGC, CDGK, EOBI & SESSI and others Government department.
Coordinating and leading one or more teams to cover various areas of responsibilities.
Monitoring staff canteen service standards and foods quality.
Responding appropriately to emergencies or urgent issues as they arise.
Using performance management techniques to monitor and demonstrate achievement of agreed service level and to lead on improvement.
Supervising and manage all In-House and out-door Events, Like Annul Dinner, Staff & family Picnic, Games and etc.,
Supervising Generator preventive maintenance, diesel storage, oil checking and monitoring fuel consumptions.
Monitoring all contracted maintenance schedules and other routine maintenance works.
Expats Work permits arrangements and coordination.
Supervising all office Maintenance Team i.e. Electricians, Plumbering, A/C Technician, Carpentering, Janitorial and Building Maintenance Teams to perform their duties as per company polices & maintain Safety Standards.
Updating office inventory on daily, weekly and monthly basis.
Negotiate and build positive relationships with contractors.
Coordination with Procurement on new contracts & renewals.
Negotiate contracts with equipment and materials suppliers.
Conduct site audits, foot fall analysis and compile reports.
Project management and supervising and coordinating work of contractors.
Providing timely & cost effective material.
Fllow up with Finance Department on payment of invoice and return.
Strong knowledge of SOPs process
Monitoring of administration activates and solves day to day operations.
Apply policies, practices and standards under general direction to organize and priorities work.
Update employee’s personal record including attendance, overtime, daily working hours and shift schedule on daily basis.
Arrange new hiring and training arrangement if required.
Arrange accommodation, Transportation, Maintenance, Catering and provide General administration services.
Provide pick & drop services to all Executive’s and Managerial staff, including shift and general shift operations.
Provide Administrative support, including telephone coverage, Photo copies, Faxes, mail handling, Distribution and communication through email internally and externally, Handle office correspondence and secretariat work.
Manage In-house & Out-door Events, like picnic, games and other activates.
Monitoring and assistance all shifts.
Compile data for payroll in coordination with IR Supervisor on cut of date.
Prepare & update employee’s monthly attendance sheet and overtime intimation.
Update Staff taxi Fare system.
Update Leave application and maintain staffs Annul Leave Records.
Arrange transport in absence of transport in charge.
Handle PABX Board in absence of Telephone operator.
Update emergency Petty Cash on daily basis.
Look after canteen service in absence of canteen supervisor.
Also responsible to inform any incident / Accident after office hours Sh&E Manager, HR Manager and Administration Manager.
Type standards form, Letters, mailing lists and other material.
Receive phone calls and direct to appropriate persons / department or answer questions.
Receive office visitors.
Perform routine office administration work.
Responsible & distribute mail and other correspondence.
Type standards form, Letters, mailing lists and other material.
Receive phone calls and direct to appropriate persons / department or answer questions.
Receive office visitors.
Perform routine office administration work.
Responsible & distribute mail and other correspondence.