Admin & Event Specialist

Scalemill LLC; Karachi Division; On-site; PKR 480,000 - 720,000; Full time

Job summary

Scalemill LLC in Karachi seeks an admin and event specialist to provide day-to-day support, maintain records, manage office supplies, and assist with budgeting and scheduling.

You will organize company events, greet visitors, prepare documents, oversee inventories, coordinate vendors, process bills, and help ensure smooth operations across departments.

Qualifications

• Fluent English (written and verbal) and strong communication skills.
• Bachelor’s degree and at least two years of related experience.
• Proven ability to manage multiple tasks in a fast-paced environment.

Responsibilities

• Inventory management to track stock and usage across the office.
• Vendor management and coordination with NTN, payments, and terms.
• Bills, payments and petty cash handling with accounts support.
• Office management and facilities maintenance, ensuring equipment works.
• Asset management for devices and vehicles assigned to staff.
• Reporting and documentation of expenses, budgets, and records.
• Organizing internal and external events and activities.
• Travel planning and coordination for business trips.

Skills

Communication

Organization

Time management

Attention to detail

Persistence

Education

Bachelor's degree

Tools

Google Suite

Job description

Overview

Scalemill (www.scalemill.com) helps technology companies increase revenue and reduce costs by setting up off-site inside sales, support and customer success teams that handle customer interactions. We exclusively work with B2B (Business-to-Business) SaaS (Software-as-a-Service) products and specialize in SaaS-trained SDRs who set up qualified meetings for product demos/pitches

Role

As an admin & event specialist at Scalemill, you'll be responsible for providing day-to-day administrative support to the organization. Your responsibilities will include maintaining company records and files, managing office supplies and inventory, supporting departments with budget and expense records, organizing company events, welcoming and directing visitors, preparing documents and spreadsheets and handling general office and administrative tasks

Keywords

Office administration, calendar management, travel coordination, planning, executing, corporate events

Timings

Noon

Type

Full-time and on-site

Reporting line

Operations & HR Manager

Key Responsibilities

• Inventory Management
  • Track office inventory and monitor supply usage
  • Monitor stock levels and ensure essential items are available when needed
  • Manage office supplies, kitchen supplies, masks, tissues and other consumable items
  • Place orders and ensure timely replenishment of supplies
• Vendor Management
  • Maintain an updated list of approved vendors, including NTN, payment details and payment terms
  • Coordinate with vendors and act as the main point of contact for administrative requirements
  • Follow up with vendors regarding orders, deliveries, services and payments
• Bills, Payments and Petty Cash
  • Maintain records of bills and submit them to the accounts team for timely payments
  • Maintain and manage petty cash and keep accurate expense records
  • Track utility, internet, building maintenance and other office-related bills
  • Verify administrative bills and coordinate with accounts for processing and payment
• Office Management and Maintenance
  • Ensure all office-related equipment is working (ACs, cameras, locks, lights, etc.)
  • Support staff management (shift timings, meals, cleaning and sanitizing schedules)
  • Coordinate repairs and preventive maintenance of office equipment and facilities
  • Maintain office equipment and inventory records
  • Ensure administrative SOPs are properly maintained and followed
  • Handle important and confidential administrative correspondence
  • Support reception duties and cover the reception desk when required
• Asset Management
  • Maintain records of company assets assigned to employees, including vehicles, phones and other equipment
  • Ensure company assets are properly maintained and kept in good condition
  • Keep records of warranties, service documents and other asset-related information
  • Ensure assets are serviced and maintained as per company policies
• Reporting & Documentation
  • Prepare weekly and regular reports on office expenses, payments and budgets
  • Maintain and update company databases and administrative records
  • Organize and maintain proper filing systems for important and confidential documents
  • Manage the distribution and storage of official correspondence, letters, emails and packages
• Events and outdoor activities
  • Coordinate and arrange internal and external company events and activities
  • Manage the administrative arrangements for events, including venues, supplies and vendors
  • Coordinate with HR for employee birthdays, work anniversaries and other employee activities
• Vehicle Management
  • Purchase company vehicles and maintain records, including registration, insurance, maintenance and related documents
  • Coordinate regular servicing, repairs and maintenance of company vehicles
  • Monitor vehicle usage, fuel expenses and maintenance costs
  • Coordinate with drivers and ensure vehicles are available as required
  • Ensure vehicles are kept clean, safe and in good working condition
• Travel Planning and Coordination
  • Arrange business travel, including transportation, accommodation and other required arrangements
  • Coordinate travel plans and schedules for employees and management
  • Book flights, hotels and transportation as required
  • Maintain records of travel expenses and related documents
  • Coordinate with employees and vendors to ensure smooth travel arrangements

Skills Needed

• Communication: excellent written and verbal communication skills are required
• Organization: superior organizational skills to manage multiple tasks and responsibilities effectively
• Time management: strong ability to prioritize tasks, manage time efficiently and work in a fast-paced environment
• Attention to detail: accuracy in handling tasks is critical
• Persistence: comfortable with cold calls and initiating conversations in a high volume of outreach with consistency

Technology Experience Needed

• Well-versed with basic technology like computers, smartphones and common software used in offices
• Proficiency in Google Suite (Gmail, Google Docs, Google Sheets and Google Slides)

Background

• Bachelor's degree
• Fluent English (written and verbal) is essential
• At least two years of proven experience in a related role