Assistant Manager Administration

Confidential; Islamabad; On-site; PKR 1,200,000 - 2,000,000; Full time

Job summary

Confidential is seeking an Assistant Manager – Admin to support Operations across multiple sites, driving efficient admin, facilities, and fleet management with strong reporting and cost control.

You will supervise support staff, manage vendor contracts, oversee procurement, and develop SOPs with automation opportunities, ensuring audits and governance.

Experience: 5+ years in admin/facilities; 2+ years in supervisory role; Master’s preferred; ERP/BI familiarity beneficial.

Qualifications

• Minimum 5 years in administration and facilities management.
• At least 2 years in a supervisory or assistant-manager role.
• Preferred 7+ years with multi-site admin experience.

Responsibilities

• Plan, coordinate and oversee day-to-day administrative operations across all sites.
• Manage facilities and fleet, including maintenance and vehicle allocation.
• Manage vendor contracts, quotations, renewals and SLAs.
• Maintain inventory, asset registers and cost tracking.
• Develop admin SOPs, workflows and cost-saving initiatives.
• Ensure payments and admin processes comply with policy and audits.
• Supervise admin staff, including rosters and performance.
• Coordinate with departments and authorities to ensure compliant operations.

Skills

Administration operations

Facilities management

Fleet management

Vendor management

Reporting & analytics

MS Excel / MS Office

AI tools usage

Education

Master’s degree in Business Administration or related field

Tools

Power BI

ERP systems

Job description

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

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