* Improve processes and policies, manage administrative staff, and lead long term organizational planning. Specific responsibilities include:
* Manages daily office operations, negotiates contracts, manages vendor relationships, develops and oversees office standard operating procedures.
* With the management, updates and implements development strategy, oversees individual solicitation leads and processes, as agreed with the management.
* Demonstrated ability to think strategically when planning, managing teams, and managing processes.
* Oversees the organization’s human resources requirements; including employee on-boarding, managing and administering health and other employee benefits, maintaining personnel records, monitoring insurance coverage and ensuring that personnel policies are up-to-date.
* Ensuring office is stocked with necessary supplies and all equipment is working and properly maintained.
* Planning, scheduling, and promoting office events, including meetings, conferences, interviews, orientations, and training sessions.
* Manage Administrative Staff: including front of office, and travel coordination.
* Excellent communication and customer service skills, which enable successful collaboration with executive level stakeholders internally and externally.
* Building repair, maintenance and repairing of office premises and equipment.
* Sound judgment, problem solving, leadership, and collaboration in selecting methods and techniques for obtaining solutions to problems.
* Proven leadership skills, executive presence, maturity, emotional intelligence.
* Ability to work effectively with cross-functional teams.
* To assist the Group Head and Manager of Administration & Procurement in developing strategies for comprehensive management of administration and procurement function.
* Planning and coordination of activities by working with departmental heads.
* To take care of reimbursement claims of personnel by proper checking of Travelling, Conveyance, Telephone/Mobile Phone Expenses bills etc., to ensure control and timely payment of the same after approval of the competent authority.
* To manage employee expense reports, including verification of expenses and reimbursement.
* To keep details of all petty cash expenses with proper approvals from CEO and/or MD.
* Responsible to manage office supplies by identifying needs for Head Office, Sites Mills, and kitchen.
* Responsible to procure printed materials and forms by obtaining requirements; negotiating price, quality, and delivery, approving invoices for Head Office and Site Mills.
* Do correspondence where appropriate to ensure that all issues are dealt efficiently. Coordination and communication with Utility providing Companies.
* Performing other duties as requested by management with regard disposal / sales arrangement of scrap material and vehicles.
* Supervision and preparation of vehicles lease extension/lease termination notices, when required.
* To manage vehicle fleet and drivers (Admin & Technical) including timely routine and emergency of the pool vehicles as per company policy/recommended standards. To assign responsibilities to drivers on continuous basis for protocol and office duties.
* To maintain and manage, fire detection / suppression systems, housekeeping, pest control, hygiene, electrical and mechanical, sanitary and plumbing, space management, minor repairs (Carpentry, masonry, furniture, painting etc.).
* Overall supervision of security affairs by developing and reviewing appropriate security. Ensuring that all security management plans are relevant and constantly updated as appropriate.
* Preparation/Compilation of Periodic Management Reports with Variance Reporting.
* General Accounts Maintenance & closing of accounts on monthly basis
* Receivables Accounting.
* Maintenance of Fixed Assets Register.
* Payable Management & Inventory Control.
* Co-ordination with external & internal auditors during the course of annual audit and half yearly review.
* To assist in preparation of Board Papers including agenda of the meeting.
* To assist in preparation of minutes of meetings of Board and Other Committees.
* To assist in transmission of Board’s approved financial results and other material/price sensitive information to the Pakistan Stock Exchange (PSX) and SECP.
* To assist in ensuring compliance of the check lists with the statue, ordinance, rules and regulations applicable on a listed company.
* To prepare and file all statutory returns of the Company with the relevant regulators.
* Maintaining records of all FBR challans.
* Reconciliation of Accounts.
* Maintaining of corporate files with vouchers, receipts etc.
* Making of ledger through company server.
* Perform duties assigned by immediate supervisor.
* Filling and safekeeping of all related documents.