Administration Manager

Foremost · Islamabad, Pakistan

• Building / Landlord Liaison: Act as the main point of contact with building/office management for day-to-day matters, including negotiating lease renewals and rental increases.
• Office Relocation: If the office needs to relocate, source and shortlist suitable new office options and prepare a proposal for the General Manager's (GM) review and approval.
• Expenses & Records: Manage office expenses, petty cash, and administrative budgets, maintaining accurate bookkeeping and administrative records/documents.
• Equipment & Workstation Setup: Arrange office equipment and furniture, coordinating repairs/replacements as needed; prepare workstations and equipment (e.g. laptops) for new colleagues before their start date, coordinating with HR on start dates.
• Support Staff Supervision: Supervise office support staff (e.g. office boys, drivers, security, and maintenance personnel), monitoring attendance, punctuality, and workplace discipline.
• Pantry & Office Upkeep: Ensure pantry supplies are stocked and the office remains clean, safe, secure, and well maintained.
• Responsiveness & Logistics: Respond promptly to requests from HQ, the GM, and colleagues; arrange transportation and travel logistics for meetings, events, and guests; and resolve office-related issues quickly.
• Vendor Relationships: Liaise and maintain working relationships with reliable vendors for office supplies, maintenance, and services.
• Sourcing & Negotiation: Source vendors and negotiate pricing/terms for office and event needs.
• Monthly Gatherings: Plan and organize monthly team gatherings, including selecting restaurants/venues.
• Annual Events: Coordinate the company's two major annual events (e.g. one around March and one around September, including the company anniversary), working with event coordinators and vendors as needed.

Qualifications

• Bachelor's degree in Business Administration or a related field.
• At least 5 years of relevant experience in office administration or facilities/office management.
• Comfortable liaising directly with landlords/building management, vendors, and senior management (HQ/GM).
• Experience handling office relocation or lease/rental negotiations is a plus.
• Event planning/coordination experience is a plus.

Required Skills

• Organizational & Time Management: Able to plan, prioritize, and manage multiple tasks in a fast-paced environment.
• Communication: Strong verbal and written communication skills for liaising with HQ, GM, colleagues, landlords, and vendors.
• Negotiation: Confident negotiating rental terms, vendor contracts, and event bookings.
• Responsiveness: Able to respond promptly and resolve issues quickly when approached by HQ, management, or colleagues.
• Bookkeeping & Numeracy: Comfortable tracking expenses and petty cash accurately.
• Event Coordination: Able to plan and run both small team gatherings and larger annual company events.
• Discretion: Able to handle confidential and sensitive information with discretion.
• Computer Literacy: Proficient in Microsoft Office and general administrative systems.