Administrator Executive

Job Description: Administration & Procurement Executive

Location: Lahore

Job Purpose

The Administration & Procurement Executive will be responsible for managing procurement activities, vendor relationships, inventory control, facilities management, and administrative operations. The role ensures smooth day-to-day administration, effective resource management, compliance with procurement policies, and efficient coordination of support services including facilities, vehicles, food services, and outdoor staff management.

Education & Experience

• Bachelor's degree in Business Administration, Management, Supply Chain, or a related field
• 2–3 years of experience in administration, procurement, facilities management, or a similar role
• Hands-on experience in vendor management, procurement processes, and inventory management will be preferred
  
  

Skills & Competencies

• Strong negotiation and vendor management skills
• Good knowledge of procurement procedures and inventory record-keeping
• Team leadership skills with the ability to manage and supervise outdoor staff
• Proficiency in MS Office (Word, Excel, Outlook) for reporting and record maintenance
• Strong organisational, multitasking, and problem-solving abilities
• Good verbal and written communication skills in English and Urdu
• High level of integrity and transparency in handling company funds and purchases
• Valid driving license and willingness to travel locally for procurement activities and site visits will be preferred
  
  

Key Responsibilities

Procurement & Vendor Management

• Execute all procurement activities of ACE Union strictly in accordance with the ACE Procurement Policy
• Procure stationery, computers and related IT accessories, kitchen items, and other departmental requirements
• Conduct random quality checks on purchased items received from vendors
• Issue vendor-related letters as required in coordination with the HR department
• Obtain management approvals where required before committing any expenditure
• Maintain professional relationships with vendors and ensure timely delivery of required items
  
  

Inventory & Records Management

• Oversee all Admin Department inventories and maintain accurate, updated records
• Coordinate with the Accounts Department to ensure proper inventory records and reconciliation
• Provide required data and support for internal audits in coordination with the Sr. Manager Admin
• Prepare and submit monthly Admin reports to the Sr. Manager Admin
  
  

Facilities, Repair & Maintenance

• Ensure proper repair and maintenance of the ACE Union Office
• Execute the Admin Department's repair and maintenance plan
• Coordinate office-related administrative operations, including procurement, food services, and other support activities
• Ensure facilities remain operational and meet required standards
  
  

Outdoor Staff Management

• Manage ACE outdoor staff, including kitchen staff, security staff, drivers, sanitation staff, and electrical and maintenance personnel
• Monitor sanitation staff activities and cleaning schedules
• Assign additional cleaning and maintenance tasks whenever required
• Ensure discipline and effective performance of outdoor staff
  
  

Food & Kitchen Services Management

• Plan and manage kitchen-related operations, including menu planning, procurement, inventory management, cleaning, service quality, and maintenance
• Assign duties to responsible staff and ensure smooth kitchen operations
• Monitor food quality, hygiene standards, and service delivery
  
  

Vehicle Management

• Manage repair and maintenance activities for all official vehicles
• Monitor vehicle fueling, oiling, and related operational requirements
• Maintain proper vehicle records and ensure timely servicing
  
  

Events & General Administration

• Support senior management in organising ACE events and company functions under the guidance of the Sr. Manager Admin
• Arrange sports activities and other extracurricular events
• Perform additional administrative tasks assigned by the Sr. Manager Admin
  
  

ACE Money Transfer Profile: https://acemoneytransfer.com/company-profile

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