Assistant Manager Administration

Job Summary:

The Assistant Manager – Admin 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, ensuring that day-to-day administrative operations remain transparent, cost-effective and auditable. The ideal candidate is a well-rounded administration professional who can manage office services, facilities, fleet and vendors while championing process discipline and structured reporting.

Job 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, ensuring a safe and well-functioning work environment.
• Manage vendors, service contracts and procurement of administrative goods and services, including quotations, negotiations, renewals and service-level monitoring.
• Maintain inventory, asset registers and stationery/consumable stocks, and track recurring administrative expenses against the approved budget.
• Maintain accurate, complete and auditable administrative 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, AI-enabled efficiencies and cost savings.
• 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 to ensure smooth, cost-effective and compliant administrative operations, and flag issues and risks early.

Required Skills

• Strong all-round understanding of administration, facilities, fleet and support-service operations across multiple sites
• Good reporting, record-keeping and analytical skills, with the ability to turn administrative data into clear management insight
• Working proficiency with MS Office, particularly MS Excel, for admin tracking and reporting
• Comfortable using AI tools (e.g. ChatGPT, Microsoft Copilot, Claude) in daily work for drafting, reporting, data analysis and process automation
• Vendor management, negotiation and contract-handling skills
• Excellent stakeholder management, coordination and interpersonal skills
• Strong planning and organizing abilities, with the capacity to manage concurrent tasks and priorities
• High attention to detail, integrity, and ownership of accurate, auditable records
• Ability to lead support staff, work independently and drive tasks to closure with minimal supervision
• Familiarity with ERP/reporting tools (e.g. Power BI) is a preferred skill

Experience

• Minimum: 05 years in administration/facilities management, with at least 02 years in a supervisory or assistant-manager capacity.
• Preferred: 07+ years, with a proven track record of managing multi-site administration, facilities and fleet operations.

Education/Qualification

• Minimum: Bachelor’s degree
• Preferred: Master’s degree in Business Administration, Public Administration, Management, or a related field
• Added advantage: Familiarity with ERP/BI reporting tools.

Location: Islamabad