Office Administrator

Sectem; Islamabad; On-site; PKR 900,000 - 1,300,000; Full time

Job summary

Sectem in Islamabad seeks an experienced Office Administrator to oversee day-to-day operations, facilities, documentation, and vendor relationships. The role supports management and coordinates across departments to ensure smooth, compliant office functioning.

You will manage office supplies, onboarding/offboarding logistics, health and safety, and reporting. The ideal candidate has 5+ years of experience and proficiency with Microsoft Office and Google Workspace.

Qualifications

• 5+ years of experience in office administration, facilities management, or a related administrative role.
• Strong organizational and time management skills with the ability to manage multiple tasks and priorities.
• Good communication and coordination skills for working with management, employees, vendors, and service providers.
• Proficiency in Microsoft Office and Google Workspace.
• Experience maintaining administrative records, documentation, inventory, and expense records.
• Ability to coordinate office maintenance, utilities, supplies, vendors, and workplace facilities.
• Strong attention to detail and accuracy in documentation, billing, and record keeping.
• Ability to handle confidential company and employee information professionally.
• Basic understanding of workplace health, safety, and compliance requirements.
• Ability to coordinate onboarding, offboarding, meetings, events, and office logistics.
• Problem-solving mindset with the ability to identify operational issues and coordinate timely solutions.
• Ability to work independently while supporting management and coordinating with internal departments.

Responsibilities

• Office Operations: Manage day-to-day office operations and workflow.
• Facilities & Infrastructure: Oversee premises, furniture, equipment, and maintenance.
• Vendor Management: Coordinate service schedules and verify invoices.
• Documentation & Record Keeping: Maintain physical and digital records and ensure confidentiality.
• HR Admin Coordination: Support onboarding, offboarding, and office logistics.
• Finance & Billing: Collect and review vendor bills, track expenses, and assist with budgeting.
• Health & Safety: Ensure workplace health and safety standards and emergency readiness.
• Meetings & Logistics: Arrange internal meetings, events, travel, and refreshments.
• Reporting: Prepare monthly admin reports and highlight operational improvements.

Skills

Organizational skills

Time management

Communication

Coordination

Documentation

Billing records

Confidential information handling

Problem-solving

Independent work

Tools

Microsoft Office Suite

Google Workspace

Job description

The Office Administrator is responsible for managing and overseeing all administrative functions to ensure smooth, efficient, and compliant day-to-day office operations. This role supports management, coordinates with internal departments, and manages facilities, vendors, documentation, and office discipline.

Responsibilities

• Office Operations
• Manage day-to-day office operations and workflow
• Ensure office opening, closing, and smooth functioning
• Coordinate workspace allocation and seating arrangements
• Facility & Infrastructure Management
• Oversee office premises, furniture, and equipment
• Coordinate maintenance, repairs, and servicing
• Manage utilities including electricity, internet and UPS
• Ensure cleanliness, hygiene, and safety standards
• Office Supplies & Inventory
• Manage office stationery and supplies inventory
• Raise purchase requests and coordinate approvals
• Track inventory usage and maintain records
• Ensure timely availability of office materials
• Vendor & Service Provider Management
• Manage vendors for cleaning, security, internet, food, and maintenance
• Coordinate service schedules and quality checks
• Verify vendor invoices and forward for payment
• Maintain vendor contracts and records
• Documentation & Record Keeping
• Maintain physical and digital administrative records
• Ensure confidentiality and accuracy of documents
• Manage filing systems and archiving
• Support audits and compliance requirements
• HR & Admin Coordination
• Support onboarding and offboarding logistics
• Arrange ID cards, access, and workstation setup
• Coordinate training room and office arrangements
• Maintain admin-related HR records
• Finance & Billing Coordination
• Collect, review, and submit vendor and utility bills
• Track administrative expenses and petty cash
• Maintain admin expense summaries
• Assist finance with budget planning
• Health, Safety & Compliance
• Ensure workplace health and safety standards
• Maintain first-aid kits and emergency preparedness
• Ensure compliance with company policies
• IT & Asset Coordination
• Coordinate with IT for system and asset allocation
• Track company assets and equipment issuance
• Manage asset returns during employee exits
• Report technical or hardware issues
• Meetings, Events & Logistics
• Arrange internal meetings and conferences
• Coordinate company events and office activities
• Manage travel and accommodation arrangements
• Ensure meeting logistics and refreshments
• Reporting & Management Support
• Prepare monthly admin reports
• Report operational issues and improvement areas
• Support management with administrative data
• Recommend cost-saving and efficiency initiatives

Requirements

• 5+ years of experience in office administration, facilities management, or a related administrative role
• Strong organizational and time management skills with the ability to manage multiple tasks and priorities
• Good communication and coordination skills for working with management, employees, vendors, and service providers
• Proficiency in Microsoft Office and Google Workspace
• Experience maintaining administrative records, documentation, inventory, and expense records
• Ability to coordinate office maintenance, utilities, supplies, vendors, and workplace facilities
• Strong attention to detail and accuracy in documentation, billing, and record keeping
• Ability to handle confidential company and employee information professionally
• Basic understanding of workplace health, safety, and compliance requirements
• Ability to coordinate onboarding, offboarding, meetings, events, and office logistics
• Problem-solving mindset with the ability to identify operational issues and coordinate timely solutions
• Ability to work independently while supporting management and coordinating with internal departments