Admin & Client Support Coordinator

TechSure; Rawalpindi Cantonment; On-site; PKR 1,400,000 - 2,000,000; Full time

Job summary

A professional services company in Rawalpindi Cantonment is seeking an Administrative Coordinator to manage day-to-day admin tasks, handle timesheet management, and ensure smooth communication between clients and operatives. The ideal candidate will be proficient in Microsoft Excel and Word, have strong communication skills, and be responsive to client needs. This role is pivotal for ensuring accurate payroll processing and client satisfaction.

Qualifications

• Proficient in Microsoft Excel and Word for managing data and communication.
• Must possess strong organizational and communication skills.
• Experience in handling administrative tasks and client liaison.

Responsibilities

• Handle day-to-day admin duties including filing and data entry.
• Prepare pay sheets using Excel and manage client documentation.
• Liaise with clients on timesheet approvals and discrepancies.

Skills

Microsoft Excel (VLOOKUP, filters, formulas)

Microsoft Word (drafting, formatting)

Client communication

Problem-solving skills

Tools

Outlook

Gmail

WhatsApp Business

Google Sheets / Docs

CRM tools (HubSpot, Zoho, Monday.com)

Job description

Job Description

Hours: 10.30 Am-9.30 PM PK – Time

Key Responsibilities

• Administrative Tasks: Handle day-to-day admin duties including filing, scanning, and data entry. Maintain up-to-date records of operatives, timesheets, and client documentation.
• Excel & Word Proficiency: Prepare and manage weekly pay sheets using Excel. Create client-facing documents (e.g., timesheet summaries, discrepancy reports) using Microsoft Word. Perform basic Excel functions such as VLOOKUP, filters, formulas, and formatting.
• Client Liaison: Act as the main point of contact for client queries related to timesheets and staffing. Promptly respond to client emails or messages with clear and professional communication. Send weekly timesheets to clients for approval and follow up where required.
• Timesheet Management & Hour Verification: Collect timesheets from operatives and cross-check hours worked against shift records. Verify all submitted hours before preparing pay sheets. Follow up with operatives or supervisors if timesheets are missing or incomplete.
• Discrepancy Handling: Identify and resolve any salary or hour discrepancies. Communicate with both operatives and clients to investigate and correct errors. Keep a log of resolved issues for future reference.
• Payroll Coordination: Liaise with payroll to ensure all approved hours are processed on time. Provide clear summaries for payroll submissions. Assist with handling payroll-related queries from staff.
• Communication & Follow-ups: Ensure clear and consistent communication between clients, operatives, and internal teams. Send reminders to operatives for timesheet submissions. Follow up with clients on timesheet approvals and outstanding information.
• Responsiveness & Reliability: Be available during business hours to handle urgent client or staff queries. Demonstrate strong problem-solving skills and take initiative when needed.

Job Specification

• Microsoft Excel: must know VLOOKUP, filters, formulas, conditional formatting, data cleaning, and creating pay sheets.
• Microsoft Word: drafting, formatting reports, and professional correspondence.
• Email & Communication tools: Outlook, Gmail, WhatsApp Business, etc.
• Basic data management: handling spreadsheets, record updates, and maintaining logs.
• Knowledge of Google Sheets / Docs or CRM tools (e.g., HubSpot, Zoho, Monday.com) would be a plus.