Administration Officer
Tapal Tea Private Limited
Total years of experience :15 years, 2 Months
1) Maintenance of Office Equipment, Fixtures Fittings.
a) Check, all fixtures and electrical fittings as well as equipment in the office, such as Air Conditioners, PABX, Fax Machine,
Photocopier, Water Dispenser, etc. to ensure their effective operations.
b) Supervise and ensure proper maintenance of the fixtures and office equipment.
2-Maintenance, Supervision of Office Premises and Janitors.
a) To watch and observe activities performed by janitors in order to maintain proper housekeeping.
b) To monitor, assist and coordinate civil renovation jobs or miscellaneous repair and renovation work
as per directives issued from administration department.
3-Storage and Issuance of Janitorial Items.
a) Make Purchase requisitions and receive janitorial items from the Supply Chain Department and
keep record of incoming and outgoing material.
b) Check Recorder Level (ROL) of Janitorial and arrange to have them replenished.
4-Guests Screening and Maintenance of Records.
a) Receive the guests and inform the respective department about the visitors.
b) Have the visitors enter their details in the registers at the entrance of the premises and issue them the "VISITORS"
identity cards.
5-Security Monitoring and Administration.
a) Monitor performance of the security guards, assign and allocate duties, and maintain their duty
roster on daily basis, updating gate office record.
b) Look after all security matters and report any security related incidents immediately to the Manager Administration and
relevant authorities.
6-Safety Health and Environment.
a) Have fire extinguishers refilled timely, check their location and functioning, and ensure availability o
equipped first aid boxes containing medicines that are not expired.
b) Assist Manager Administration during training for the emergency preparedness including fire drills, evacuation awareness,
first aid, etc.
7-General Administration.
a) Gardening & Fumigation activities.
b) Issue late sitting form to employees, check authorization of respective Department Head, and maintain records for late
sitting of employees.
c) Assist Manager Administration during execution of civil work, and management of TAPAL's events.
d) Maintain original and duplicate keys of offices, in safe custody and ensure all relevant offices and doors are locked every
evening
e) Monitoring of CCTV system operations, resolving all the related issues with help of warehouse.
f) Any other duty assigned by immediate supervisor.
1) Supervise all admin Related Task and Duties on day to day of Head office under the direct Supervision of Senior Manager Admin and Security.
2) Responsible for accommodation, vendor management, contract administration, inventory management, security and safety of assets as well as personnel and adherence to legal requirements, facilities management, including utility operation.
3) Look After General Repair and Maintenance of A/C of Pan Pakistan.
4) Look After and processing of Billing and Work Order of all repair and Maintenance Task of Karachi and Pan Pakistan.
5) Transport Management, Car Maintenance, Bail T of Car to Other Cities
6) Issuance of Authority Letter with the Approval of Concern Authorities of Cars and other official matter
7) Managing Janitorial Staff with other Cleaning Related Duties (Glass Cleaning, Sofa Cleaning, Checklists).
8) Arrangement of Fumigation Services.
9) Repair and Maintenance of A/C’s All over CSD Peshawar include (Branches)
10) Dealing with Government Official and other Concern Public Authorities that are linked to us under the Supervision of Senior Manager Admin and Security.
11) Look After Generator Service and Maintenance of Generator of Karachi Offices and Issuance of PO of Service for Pan
12) Managing Office Boys Schedule i.e Availability, Uniforms, leaves and Time Sheets and Deployment ) Under the Supervision of Senior Manager Admin and Security.
13) Arrange Supply of High Speed Diesel of Pan Pakistan Generator.
14) Look after issue of Administrator all over Pakistan under the supervision of Senior Manager Admin and Security.
1) Office Administration.
2) Prepare Invoices.
3) Prepare Dispatch Reports.
4) Take care of office building and other maintenance.
5) Prepared quotations and uploaded through electronically (on websites for tenders).
6) Following of Cargo trucks.
7) Update and check Bilty Book.
8) Communicate with Truck Drivers.
9) Monitoring all World Food Program (WFP) & Frontier Works Organization (FWO) Shipments from origin to destination.
10) Daily Accounts book Checking and report to manager Logistics.
11) Maintain, Petty cash, POl Expense, kitchen expenses.
12) Maintain weekly and monthly bank reconciliations.
Administrative Functions.
1.Office Administration.
2.Attending phone calls and responsible for phone log book.
3.Meeting Arrangement and Minutes Typing.
4.Responsible for office decorum, time sheets, payrolls, leave applications, attendance records and filing all the relevant documents.
5.Managing Utilities Bills (Sui-gas, Electricity bills and other bills).
6.Maintain office discipline among the staff.
7.Supervision of office support staff including drivers, cook, cleaners and maintenance staff.
8.Prepared Agreements or contracts for office rental as well as rental car.
9.Assisting in procurement of goods and services and communication with vendors and suppliers on behalf of Management.
10.Procurement documents (Project) is carried out under organization procedures and donors requirement.
11.Coordination with hotels and restaurants for guest and office employees room reservations, lunch and dinner.
Logistics Functions.
1.Responsible for issuing vehicle requisitions, log books and regular maintenance of the vehicles.
2.Update & report daily bases vehicle fuel and maintenance.
3.Provide drivers in emergency duty.
Financial Functions.
1.Responsible for Bank Relationship like Cheque books, cheque requisitions, and bank withdrawals and also transfer the salaries of the staff.
2.Managing Petty cash.
3.Managing daily and Monthly office Expenses.
4.Preparing and processing payments of vendors, staff and other suppliers.
5.Prepare project budgets and maintain financial Matters & Statements.
6.Act as focal person for project’s audit.
7.Prepare and maintain monthly, quarterly & annual financial statements, non-expendable property ledger.
1.Overall Monitoring/Supervision of Benazir Debt Card Token Issuance.
2.Verification and Attendance of beneficence in Benazir Debt Card at Tehsil Level.
3.Resolving Different Issues Like wise Expenses, IT and Administration Etc.
4.Mentioned Employees Salary and Attendance Book.
5.Mentioned Monthly Office expenses and Generator Oil expenses.
6.Weekly Coordination with Provincial Head Quarter NADRA Peshawar.
7.Assist in office management and maintenance.
8.Supervision of office support staff including drivers, cook, cleaners and maintenance staff.
9.Organize hotel reservations and travel bookings.
10.Assist the Operations Lead in routine matters and secretarial task related to the administration of the project
Administrative Functions.
1.Office Administration.
2.Attending phone calls and responsible for phone log book.
3.Meeting Arrangement and Minutes Typing.
4.Responsible for office decorum, time sheets, payrolls, leave applications, attendance records and filing all the relevant documents.
5.Managing Utilities Bills (Sui-gas, Electricity bills and other bills).
6.Maintain office discipline among the staff.
7.Supervision of office support staff including drivers, cook, cleaners and maintenance staff.
8.Responsible for issuing vehicle requisitions, log books and regular maintenance of the vehicles.
9.Coordination with hotels and restaurants for guest and office employees room reservations, lunch and dinner.
Financial Functions.
1.Responsible for Bank Relationship like Cheque books, cheque requisitions, and bank withdrawals and also transfer the salaries of the staff.
2.Managing Petty cash.
3.Managing daily and Monthly office Expenses.
4.Preparing and processing payments of vendors, staff and other suppliers.
5.Prepare project budgets and maintain financial Matters & Statements.
6.Act as focal person for project’s audit.
7.Prepare and maintain monthly, quarterly & annual financial statements, non-expendable property ledger/
Operation Functions
1.Start new projects.
2.Monitor operational functions.
3.Arranges operational facilities and basic cooperation agreements with government authorities
4.Implements a plan for office automation, which includes supervision of installation and/or adjustments of global computer system, acquisitions and maintenance of hardware/software and training of staff.
5.Act as the Security Focal Point in the Field Office. Ensure MOSS compliance of premises, vehicles, etc.
6.Update & report daily bases vehicle fuel and maintenance.
7.Provide drivers in emergency duty.
8.Supervises the procurement activities as per Field Office Units
1. Compelling daily and monthly expenses report.
2. Maintain daily office employee’s attendance sheet.
3. Maintain daily programming schedule.
4. Compelling daily wages and monthly salaries payroll.
5. Maintain office discipline among the staff.
6. Dealing daily visitors and Guests.
7. Arrange employee meeting with station manager.
8. Handle daily telephonic calls and look after whole office
9. Responsible for administration works such as Hiring, Recruitment, Short listing.
10. Coordination with other departments (Like Accounts, Marketing, Recovery and Technical and Production
11. Coordinate with banks and EOBI.
1. Responsible for administration works such as Hiring, Recruitment, Short listing,
2. Assembly Bills (Sui-gas, Electricity bills and other bills)
3. Responsible for Assembly Session, coordination with other departments
1.Office Administration.
2. Resource Management for Various Activities.
3. Event Management.
4. Assist in Shortlisting and Recruitment.
5. Minutes Typing.
6. Meeting Arrangement and
7. Also Assist the HR Manager in Different Official Activities.