Coordinator - Administration

Job Purpose

To deliver administrative support services to the teams, primarily related to all Fly Jinnah offices administration management activities, handling vendors or office supplies procurement, crew transport management of Karachi, Lahore and Islamabad, maintaining records and database of invoices, and the application and monitoring of function-related job activities.  

Key Result Responsibilities

• Handles the day-to-day administrative activities of Administration Department, this includes but not limited to: communication, rostering, attendance, reports, presentations, coordination, procurement, bills, payments, security / gate passes, filing, mail, etc.
• Coordinates teams’ business trips, travel arrangements and meetings as and when needed; prepares agenda, documents, and minutes of meeting and circulates accordingly. 
• Maintaining the third-party vendor staff including janitorial, security, office administrative and maintenance staff, and completing preventive maintenance requirements.
• Help in organizing events, including ordering materials, catering, and requisitioning meeting spaces.
• Providing the support to HR, Finance and management team to set budgets of utilities, daily consumables, office supplies and manpower as well as monitor expenses.
• Coordinating the third-party fleet management, ensuring proper maintenance of vehicles by the third-party vendor, productive utilization of vehicle, fuel management as per the mileage, proper record keeping of vehicles registration and monthly reporting of vehicles utilization and invoice payment.
• Maintaining the leave and attendance plan of third-party vendor staff of all offices across Pakistan.
• Coordinates with Administration and HR Department, on monthly basis, to finalize annual leave plans, time sheets, and overtime calculations for corresponding staff as per the records extracted from attendance control system, and as per Fly Jinnah policies and procedures.

Key Result Responsibilities - Continued

• Ensures that the roster and manpower allocation across the shifts is scheduled in a cost effective manner and communicated to concerned parties accordingly.
• Manages the non-technical procurement and purchases requests and inventory in a cost-effective manner ensuring all needed material are ordered, purchased, received, coded and stored as per Company’s adopted procedures.
• Coordinates with other Fly Jinnah departments and cross-functional teams such as Quality Assurance, Safety, OCC, IT, HR and Finance on function-related matters as and when required.
• Generates function-related reports of the different nature according to the Administration Supervisor requirements and instructions.
• Provides assistance and guidance for interns, visitors, and customers as and when required.
• Carries out any additional tasks as requested by the Supervisor Administration.

Qualifications (Academic, training, languages)

• Higher Diploma in Office Management/Secretarial Skills from a recognized institution is acceptable.
• Bachelor’s degree in Management/Administration or equivalent is preferred.
• Proficient in Microsoft Office, Internet and Web Search.
• Fluent in English and Urdu Language.

Work Experience

• 2+ years of experience in an administrative role in any industry.
• Experience with airlines is considered an advantage.
• Effective team player with experience in an administrative/coordinator role supporting teams.
• Previous experience working in a fast-paced environment with fluctuating priorities and deadlines is a must.
• Very good exposure and experience in handling rosters and shift-pattern manpower allocation.
• Proven skills in working with data and resources in a cost-effective manner.
• Highly organized with excellent tracking and time management skills.
• Good problem solving and decision making skills.
• Dependable, self-initiative, takes ownership, and displays energy and enthusiasm.
• Multi-task oriented with high attention to details.
• Capable of working hard and under pressure.