Assistant Manager Administration

Crescent Steel and Allied Products Limited is a multi-business organization spread over six campuses with over 700 employees.

We are currently seeking applications from experienced administrative leaders with a positive can-do attitude coupled with an efficient and highly organised approach to the role, to join our Head Office administration team as Assistant Manager Administration.

For this role we are looking for candidates with a demonstrated ability to lead a team and to organize and supervise daily support operations of our Company, with an eye for detail, excellent man management and facilities management skills. The goal is to ensure all support activities are carried on efficiently and effectively to allow the other operations to function smoothly and to preserve an environment where employees, visitors, and property are safe and well-protected.

Standard (not exhaustive) requirements of the position are listed below:

Job Title

Assistant Manager Administration

Location

Head Office, Karachi

Age

Maximum 35 years

Education / Qualification

Bachelor’s in engineering with admin and facility management experience. (Mechanical Engineering preferred; eme corps armed forces personnel encouraged to apply.)

Salary Range (PKR)

Market Compatible

Experience

3 to 5 years of relevant experience

Last Date of Application

December 15, 2024

Job Description

  • To ensure that the office is well maintained and serviced to a high standard in accordance with the agreed budgets.
  • Manage all health and safety compliance at the office and other sites under supervision, including that of third-party service providers.
  • To act as the expert for all hard and soft services as applicable and maintain accurate and timely records.
  • Develop and manage annual operating budgets, ensuring adherence to financial targets.
  • Collaborate with internal teams and external vendors to coordinate maintenance, repairs, and improvements.
  • Implement and monitor preventive maintenance programs to enhance facility longevity and performance.
  • Serve as the primary point of contact for employee inquiries and concerns related to office support services addressing issues in a timely and professional manner.
  • Cultivate strong relationships with vendors and colleagues to enhance workplace culture and operational effectiveness.
  • Prepare and present reports on operational performance, budget status, and service delivery metrics.
  • Regular monitoring of the key performance indicators and taking remedial action as applicable to ensure the required standards are maintained and constantly improved for the full range of office facilities and related services.
  • To compile and maintain all required management information/ records relating to company, health and safety and other related records. This includes asset register, emergency plans and all related records and management reports.
  • To liaise with local authorities as appropriate
  • To oversee and manage all maintenance activity relevant to the office premises and other sites under supervision.
  • To ensure fire and other evacuation drills are carried out on a regular basis in accordance with the health and safety requirements and plans. This includes ensuring the emergency plan and related site maps are continually updated including those managed by reporters, as applicable.
  • To support project/work programs on site, acting as the liaison point for all parties involved, producing management reports in accordance with the needs of the business and management and to monitor/manage works on site and liaise with service providers/ sub-contractors.
  • Manage relationships and maintain cordial relations with workmen, government agencies and officials.
  • Ensure compliance of various applicable labor laws, statutory and regulatory requirements as per Company Quality and HSE protocols in place as well as with local laws pertaining to SEQs and NEQs and coordinate closely with HSE and Quality functions for related activities.
  • Ensure registration of all eligible employees under EOBI, SESSI, Education CESS, Group Hospitalization, and Group Life Insurance, as applicable, including payments and timely and accurate claim management.
  • Maintain comprehensive fleet records using a fleet management system, including fuel card arrangements, tracker coordination, and cost monitoring, while scheduling regular vehicle maintenance. This includes the Company's vehicle scheme for employees and related management.
  • Manage and oversee all administrative activities on-site including all office spaces, inventory management, reception services, and other office support services such as the PABX, photocopying, mail room services, parking, boardroom and meeting rooms, pool car/fleet management, messing facilities, etc.
  • Monitor costs and expenses while overseeing administrative, security, HSE, and real estate budget preparation in collaboration with Group Finance.
  • Establish clear terms and conditions of contracts with facilities vendors and administer all SLAs including third party manpower and services contracts in addition to collaboration with the business for daily operations/administrative matters.
  • Ensure the strong implementation of the Administration Systems Manual and ensure policy compliance and coordinate internal audit activities. This includes developing and implementing policies and processes ina ccordance with the needs of business.
  • Ensure access, control, and notification protocols for the Head Office as and when required especially in emergency cases, or before or after the opening/closing of the office.
  • Manage all physical information and assets security and maintain an updated infrastructure and asset inventory for the Head Office.
  • Develop, maintain, and manage the departmental risk register and risk mitigation controls.
  • Conduct Security Risk Assessments, develop a Security Plan, and manage on-site and offsite security activities, including protocols, emergency response, violence training, and timely reporting of risks or breaches.
  • Ensure timely preventive maintenance of Head Office facilities, including gensets and HVACs, while reviewing costs for repairs or replacements. Scope, budget, and prioritize annual repair requirements, maintaining a reliable vendor repository.
  • Coordinate record management activities and manage the Record Rooms in direct custody as well as assist people in understanding their responsibilities regarding record management.
  • Organize and oversee inventory by keeping a detailed database of available inventory at the Head Office level and managing annual forecast projections to drive procurement.
  • Oversee and manage projects from requisition to completion while ensuring smooth day-to-day office operations.
  • Correspond with the building management and requisite associations as and when required.
  • Assess staff performance and provide coaching and guidance to ensure maximum efficiency including recruiting and training them and managing deliverables.
  • Stay informed about organizational changes and business developments while identifying and driving continuous improvement opportunities to streamline administrative processes and enhance operational efficiency.
  • Be accessible 24/7 in case of emergencies and urgent circumstances and to provide technical support or assistance to colleagues and/or team.

Skills Required

Behavioural

  • Stakeholder, time and project management
  • Strong organizational and supervisory skills
  • Strong decision-making and problem-solving skills
  • Ability to work on tight deadlines without compromising high standards or attention to detail
  • Excellent people skills and the ability to resolve conflicts and implement discipline
  • Strong time management skills, with the ability to prioritize tasks effectively
  • Ability to work independently with minimal supervision and as part of a team
  • Flexibility to adapt to changing priorities and work environments
  • Ability to replace quickly for skeleton roles such as office boys/peons, security guards, messengers/riders
  • Have a positive attitude and a strong sense of urgency in resolving any issues that may arise
  • Utilize a high level of attention to detail as well as strong interpersonal skills
  • Ability to assess and respond to difficult circumstances
  • Excellent analytical and communication skills

Technical

  • IT literate with a strong command on MS Excel
  • Policy and SoP design and implementation
  • Knowledge of principles and procedures for administration, supply chain, logistics, and HR management
  • Basic financial knowledge (budgeting and costing, taxation related to payments, etc.)
  • Previous facilities management experience, including Line Management responsibility for Company personnel and contractors and management service agreements.
  • Proficiency in AutoCAD
  • Power BI and other dashboarding tools
  • Working Knowledge of MS Projects
  • Ability to assess the market and vendors for prices, reliability, and ability to deliver
  • Ability to comprehend, analyze, and interpret various types of business and technical documents (project tenders, insurance policies, SLAs, etc.)
  • Ability to present information to an internal department and/or large groups of employees

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