Assistant Manager Administration

About the role

The Assistant Manager Administration supports the Operations department in running and continuously improving the organization's administration, facilities, fleet, vendor contracts and support services across multiple sites. The role combines hands-on administrative execution with a strong reporting and record-keeping mandate, keeping day-to-day operations transparent, cost-effective and auditable.

Key responsibilities

• Plan, coordinate and oversee day-to-day administrative operations across all sites, including office services, front desk, travel and accommodation, security, housekeeping and general support services.
• Manage facilities and fleet, including preventive and corrective maintenance, vehicle allocation, fuel and logbooks, and utilities.
• Manage vendors, service contracts and procurement, including quotations, negotiations, renewals and service-level monitoring.
• Maintain inventory, asset registers and consumable stocks, and track recurring administrative expenses against the approved budget.
• Maintain accurate, complete and auditable records, and prepare periodic admin reports, KPIs and cost analyses for management.
• Develop, implement and improve administrative SOPs, workflows and the approval matrix, and identify opportunities for automation and AI-enabled efficiencies.
• Ensure contract approvals, payments and administrative processes comply with company policy, governance and internal-audit requirements.
• Supervise and guide administrative support staff (drivers, office boys, security and housekeeping), including duty rosters and performance follow-up.
• Coordinate with other departments, sites and external authorities, and flag issues and risks early.

Required profile

• At least 5 years in administration or facilities management, with at least 2 years in a supervisory or assistant-manager capacity; 7+ years preferred.
• Bachelor's degree minimum; Master's degree in Business Administration, Public Administration, Management or a related field preferred.
• Location: Islamabad.

Required skills

• Proficiency with MS Office, especially MS Excel, for admin tracking and reporting.
• Vendor management, negotiation and contract-handling skills.
• Comfortable using AI tools such as ChatGPT, Microsoft Copilot and Claude for drafting, reporting and process automation.
• Familiarity with ERP and reporting tools such as Power BI is preferred.