Administration

Admin department has been formed to manage and perform the administrative functions of the company including overall discipline, housekeeping, asset management and vehicle management and security etc.

There will be someone responsible for all the departmental working. There should be primary and secondary responsible for the department.

Primary Responsible

GM Admin is primary responsible for the overall responsibility of admin department.

Secondary Responsible

Manager Admin is secondary responsible for the admin department.

Following are the objectives of the Admin Department;

1. Offices and site premises well disciplined.

2. Offices and site premises are well organized and clean.

3. All administrative activities are performed accurately and well in time

4. Assets are physically managed efficiently and effectively

5. Company physical resources are used efficiently

6. Vehicles are managed effectively.

7. Operations of Pool vehicles are managed efficiently.

8. Staff accommodations are allocated, managed and controlled according to the company policies.

9. Means of communication are smoothly provided to the concerned employees

10. Means of communication are managed and controlled effectively.

11. Generator is available and operational and provides the substitute energy whenever other electricity is unavailable.

12. Selected Employees are well trained to cope with any type of emergency.

13. During emergency the situation is well under control

14. Staff of offices and sites is sufficiently entertained during work hours for their morale boost.

15. Visitors are handled politely and professionally at all offices & sites.

16. General Items (Stationary & Grocery) are well managed

17. All government departments are coordinated effectively and all related matters are solved effectively in timely manners.

18. Staff placement is well planned

Following are the job descriptions of the Admin department.

1. To  physically manage all assets

2. Arrangement & monitoring of staff accommodations

3. Emergency Handling

4. To issue the Work orders for repair & maintenance of vehicles & other office machinery

5. Vendor bills verification for Vehicle Repair & Maintenance

6. Insurance of Vehicles & other Machinery

7. Pool cars operation

8. Driver usage & Key management

9. Vehicle sale purchase as per company policy

10. Maintaining vehicles original files, registration token, passing, route permit and transfer from bank etc.

11. Supervision of Drivers & issuance of vehicles in coordination with admin officer

12. Maintaining vehicles files

13. Vehicle repair billing  

14. PSO bills processing & vendor management

15. All mobile bills management (Head office, sites)

16. Timely payment of all utility bills (Head office, all sites)

17. Maintaining the record of all paid bills

18. Issues of stationery (Ordering, taking demand and supply at head officer, sites and marketing office)

19. Issues of grocery (Ordering, taking demand and supply at head officer, sites and marketing office)

20. Supervision of office boys & sweepers for office cleanliness and maintenance

21. Traveling arrangement & Hotel Booking

22. Arrangement of interviews as per schedule received from HR department

23. Arrangement of meetings in conference room

24. Make sure of proper functioning of AC and Generator

25. Sites coordination, demand verification & Process

26. LDA, WAPDA, Sui Gas, Telephone issues of Head office, all sites & marketing office

27. Coordination tower Society, Height & Park Society

28. Property Tax Provisions

29. Building Rent/ Ownership matter where admin is involved

30. Sites issues related to Admin (Coordination)

31. Handling Record of project files for CEO

32. Party arrangement of CEO,  & DD

33. CEO/ personal assignments

34. Managing petty cash & handling 119G, 97G and Heights demands

35. Dictation & Typing work of CEO//GM/PHE/Legal/Security Officer/Admin

36. Typing Memos & letters

Related: Go to All Policies & SOPs

Related: Go to All Risks & Controls

Related: Go to All KPIs

Related: Go to All Documents & Reports

Related: Go to Consolidated Information to be Maintained

Related: Go to Consolidated Authority Matrix

Related: All Dashboards