The Admin Officer is responsible for ensuring smooth and efficient administrative operations within the organization. This role covers office management, vendor coordination, invoicing, official correspondence and external dealings with government and regulatory authorities, including clearance of shipments.
Key Responsibilities:
- Oversee day-to-day administrative operations, including office facilities, supplies, and service management.
- Handle company correspondence, documentation and filing systems (physical and digital).
- Prepare and process invoices for vendors, clients and internal departments while maintaining accurate financial records.
- Manage vendor relations, quotations, purchase orders and contracts.
- Ensure proper upkeep, safety and cleanliness of office premises.
- Support HR and management in meetings, training sessions and company events.
- Handle petty cash, process reimbursements and assist in finance-related administrative tasks.
- Arrange employee and visitor travel, accommodation and logistics.
- Prepare and circulate internal communications, memos and notices.
- Conduct official visits to government offices and regulatory authorities such as FBR, PTA, Banks, Chamber of Commerce, Excise & Taxation, etc. for company documentation and follow-ups.
- Coordinate and manage visits to customs offices, ports and related authorities for clearance of company shipments, ensuring timely handling of documentation and compliance requirements.
- Maintain confidentiality of company records and ensure compliance with policies and statutory regulations.
Qualifications:
- Bachelor’s degree in Business Administration / Management / Relevant Field.
- Experience: 1–3 years of relevant experience in administration, invoicing, office management, or clearance-related roles.
- Strong organizational and communication skills.
- Ability to coordinate with external authorities (customs, banks, government offices).
- Proficiency in MS Office (Word, Excel, PowerPoint).
- Knowledge of invoicing and basic finance handling.
- Problem-solving skills and ability to work under deadlines.
- Discretion in handling confidential matters
Key Competencies
- Time management & prioritization.
- Professionalism & ethical conduct.
- Accuracy in documentation & invoicing.
- Strong follow-up & negotiation skills.
- Adaptability & resourcefulness.
- Team collaboration.