Admin Executive

JOB DESCRIPTION – ADMIN OFFICER

Department: Administration
Position: Admin Officer / Admin Executive
Reports To: General Manager / Management
Location: Office / Factory

1. Job Purpose

To manage and coordinate day-to-day administrative activities of the office, ensuring smooth operations, proper documentation, timely completion of administrative tasks, and effective coordination between management, employees, departments, vendors, and external parties.

2. Key ResponsibilitiesA. Office Administration

• Manage daily office administrative activities and ensure smooth office operations.
• Maintain office records, files, documents, and administrative registers.
• Coordinate office requirements including stationery, printing, office supplies, and other necessary items.
• Monitor cleanliness, maintenance, utilities, and general office facilities.
• Coordinate with vendors, suppliers, contractors, and service providers.
• Maintain records of office assets, furniture, equipment, and other administrative items.

B. Attendance & Leave Administration

• Maintain and monitor employee attendance, late arrivals, absences, and leave records.
• Prepare attendance reports for management and payroll purposes.
• Follow up with employees regarding attendance and leave issues.
• Maintain proper records of approved leaves and supporting documents.
• Coordinate with HR regarding employee attendance and disciplinary matters.

C. Employee & HR Coordination

• Support HR in employee joining, documentation, transfers, resignations, and exit formalities.
• Maintain employee personal files and required administrative documents.
• Prepare and issue administrative letters, notices, memos, and other documents as instructed.
• Coordinate interviews, meetings, employee documentation, and onboarding activities.
• Maintain records of employee benefits, allowances, advances, and other administrative matters.

D. Procurement & Administrative Purchases

• Obtain quotations from vendors for office and factory requirements.
• Prepare quotation comparison sheets for management approval.
• Coordinate approved purchases and ensure timely delivery.
• Maintain purchase records, quotations, invoices, and supporting documents.
• Monitor stock levels of stationery, office supplies, and other administrative items.

E. Petty Cash & Expense Coordination

• Manage administrative petty cash as per company policy and approval procedures.
• Maintain petty cash records and supporting receipts.
• Prepare expense summaries and submit them for review and approval.
• Coordinate payment requests for approved administrative expenses.
• Maintain proper documentation of bills, invoices, receipts, and payment records.

F. Maintenance & Facilities

• Coordinate repair and maintenance of office facilities, furniture, electrical equipment, ACs, fans, generators, vehicles, and other assets.
• Report maintenance issues to management and arrange vendors/technicians after approval.
• Maintain maintenance records and follow up until completion.
• Monitor office/factory utility requirements and related bills.

G. Documentation & Reporting

• Maintain accurate administrative records and documentation.
• Prepare daily, weekly, and monthly administrative reports as required.
• Prepare comparison sheets, expense reports, requirement statements, and approval requests.
• Maintain soft and hard copies of important administrative documents.
• Ensure documents are properly filed and easily retrievable.

H. Management Coordination

• Coordinate with management regarding administrative requirements and approvals.
• Follow up on pending approvals and assigned tasks.
• Provide regular updates regarding administrative issues and completed activities.
• Support management during meetings, visits, inspections, and other official activities.

I. Compliance & Audit Support

• Maintain administrative records required for internal and external audits.
• Support HR/Admin compliance requirements.
• Ensure required documents, registers, policies, and records are properly maintained.
• Coordinate with relevant departments during audits and inspections.

3. Daily Responsibilities

• Check attendance and office requirements.
• Review pending administrative tasks.
• Follow up on maintenance and procurement requirements.
• Handle employee administrative requests.
• Update records and files.
• Coordinate with vendors and service providers.
• Process petty cash and expense documentation.
• Follow up on management approvals.
• Submit required daily updates/reports.

4. Required Skills

• Good communication and coordination skills.
• Good knowledge of MS Office, especially Excel and Word.
• Strong documentation and record-keeping skills.
• Time management and follow-up skills.
• Ability to handle multiple administrative tasks.
• Good vendor and employee coordination skills.
• Problem-solving and organizational skills.
• Ability to maintain confidentiality of company and employee information.

5. Qualification & Experience

Education: Bachelor's degree in Business Administration, Management, HR, or a relevant field.

Experience: 2–5 years of relevant experience in Administration, HR/Admin, or Office Management.

6. Key Performance Indicators (KPIs)

• Timely completion of administrative tasks.
• Proper maintenance of office and employee records.
• Accurate attendance and leave records.
• Timely procurement and availability of office requirements.
• Effective vendor and maintenance coordination.
• Proper petty cash and expense documentation.
• Timely submission of administrative reports.
• Compliance with company policies and procedures.
• Timely follow-up and closure of management-assigned tasks.
• JOB DESCRIPTION – ADMIN OFFICER

Department: Administration
Position: Admin Officer / Admin Executive
Reports To: General Manager / Management
Location: Head Office / Factory

Key Responsibilities1. Salary & Payroll Coordination

• Prepare and maintain monthly salary-related data in coordination with HR and Accounts.
• Verify employee attendance, leaves, late arrivals, and absences before salary processing.
• Prepare salary sheets and supporting documents for management approval.
• Coordinate with Accounts for timely salary disbursement.
• Follow up on salary adjustments, deductions, advances, loans, and other employee-related payments.
• Maintain proper salary-related administrative records.

2. Petty Cash Management

• Manage office petty cash as per company policy and approved limits.
• Maintain daily petty cash records and supporting receipts.
• Prepare petty cash statements and submit them for verification and approval.
• Ensure all petty cash expenses have proper supporting documents.
• Request replenishment of petty cash when required.
• Maintain a record of pending and completed petty cash expenses.

3. Office Maintenance

• Monitor day-to-day office maintenance requirements.
• Coordinate repairs and maintenance of furniture, electrical equipment, ACs, fans, plumbing, lighting, and other office facilities.
• Obtain quotations where required and submit them for management approval.
• Coordinate with technicians, contractors, and service providers.
• Follow up on maintenance work until completion.
• Maintain maintenance records, quotations, invoices, and payment documents.

4. Office Rent & Related Expenses

• Maintain records of office rent agreements, rent amounts, due dates, and payment schedules.
• Coordinate monthly office rent payments with Accounts/Management.
• Prepare rent payment requests and supporting documents for approval.
• Maintain rent receipts, cheques, deposit slips, and related records.
• Follow up on rent-related matters with landlords/property owners.
• Maintain proper documentation of rent and related expenses.

5. PSO Fuel & Company Vehicle Coordination

• Maintain records of PSO fuel requirements and monthly fuel limits.
• Coordinate fuel requirements for company vehicles, including pickup vehicles.
• Collect and maintain PSO fuel bills, receipts, and supporting documents.
• Monitor fuel consumption and maintain vehicle-wise fuel records.
• Coordinate with drivers regarding fuel requirements and vehicle-related matters.
• Submit fuel bills and statements for verification and approval.
• Maintain records of vehicle maintenance, repairs, fuel, and related expenses.

6. DHA Plaza Head Office Rent Collection

• Coordinate monthly rent collection from DHA Plaza tenants.
• Maintain tenant-wise rent records and payment schedules.
• Follow up with tenants regarding pending or delayed rent payments.
• Collect rent cheques/payments and coordinate deposit into the designated account.
• Maintain rent deposit slips, receipts, meter readings, utility bills, and supporting documents.
• Prepare monthly DHA Plaza rent collection reports.
• Report outstanding rent and other issues to management.
• Coordinate with tenants regarding maintenance, utility bills, and other administrative matters.

7. Employee Attendance Management

• Maintain daily employee attendance records.
• Monitor IN/OUT timings, late arrivals, early departures, absences, and leave.
• Prepare monthly attendance sheets for salary processing.
• Verify attendance records with relevant departments.
• Follow up on missing attendance, biometric issues, and attendance discrepancies.
• Maintain records of casual, medical, annual, and other approved leaves.
• Report repeated late arrivals or unauthorized absences to management/HR.

8. Vendor Bills & Payment Coordination

• Collect and verify bills/invoices received from vendors and service providers.
• Check bills against quotations, purchase approvals, delivery details, and services provided.
• Prepare vendor payment requests for management approval.
• Maintain vendor-wise records of bills, payments, and outstanding amounts.
• Coordinate with Accounts for timely payment processing.
• Follow up with vendors regarding invoices, statements, and pending documentation.
• Maintain proper records of quotations, invoices, receipts, and payment approvals.

9. Administrative Procurement

• Obtain quotations for office, factory, maintenance, stationery, and other administrative requirements.
• Prepare quotation comparison sheets.
• Obtain management approval before making purchases.
• Coordinate with vendors for delivery of approved items.
• Verify received items against approved requirements.
• Maintain purchase and vendor documentation.

10. Documentation & Reporting

• Maintain all administrative records in both hard and soft copies.
• Prepare daily, weekly, and monthly administrative reports.
• Maintain records of salaries, petty cash, rent, fuel, attendance, maintenance, vendor bills, and other administrative expenses.
• Prepare approval requests and supporting documents for management.
• Ensure all documents are properly filed and easily retrievable.

Major Areas of ResponsibilityNo.Responsibility1Salary & Payroll Coordination2Petty Cash Management3Office Maintenance4Office Rent & Rent Records5PSO Fuel Bills & Pickup Vehicle6DHA Plaza Head Office Rent Collection7Employee Attendance8Vendor Bills & Payment Coordination9Administrative Procurement10Documentation & Reporting11Office Supplies & Stationery12Employee Administrative Support13Management Coordination14Audit & Compliance SupportOverall Job Objective

To ensure smooth and efficient administration of the Head Office and related facilities by managing salary coordination, petty cash, office maintenance, rent payments, fuel bills, DHA Plaza rent collection, employee attendance, vendor bills, procurement, documentation, and day-to-day administrative activities in a timely and properly documented manner.

Pay: Up to Rs10.00 per month

Work Location: In person