Facility Manager (Admin, Procurement and Staff Supervision)

Position: Onsite

Timing: Night Shift

Location: Multan Road, The Enterprise Building

Administrative & Office Operations Management:

Oversee daily office operations, supervising and coordinating the activities of administrative staff.

Develop and implement office policies and procedures, ensuring compliance with company policies, organizational standards, and regulations.

Manage office budgets, expenses, and resource allocation; assist in budget preparation and ongoing expense tracking.

Prepare and maintain administrative reports and documentation for leadership review.

Organize meetings, events, and travel arrangements for staff and leadership.

Handle escalated administrative issues and resolve conflicts in a timely, professional manner.

Support HR and finance teams with documentation, coordination, and administrative follow-through.

Assist with administrative tasks such as scheduling, filing, and correspondence.

Coordinate with finance for invoice processing and payment tracking.

Implement process improvements to enhance operational efficiency across the office.

Act as a liaison between departments and external stakeholders, ensuring clear and timely communication.

Collect necessary documents or cash from the bank as per organizational requirements.

Support field-related tasks, such as visiting markets to explore vendors for kitchen supplies, restroom supplies, electrical equipment, or materials.

Maintain consistent communication, providing updates on operational issues or failures through scheduled meetings, progress reports, or ad-hoc discussions.

Engage in collaborative problem-solving to analyze root causes, develop solutions, and implement action plans that improve operational efficiency.

Maintain a systematic visitor log — names, contact details, and purpose of visit — to ensure accountability and security.

Regularly review the visitor log to track office traffic, monitor visitor patterns, and strengthen security measures.

Facility and Equipment Maintenance:

Conduct scheduled inspections of office facilities, equipment, furniture, and common areas, addressing issues promptly to prevent hazards or discomfort.

Implement safety measures such as fire extinguisher checks, emergency exit maintenance, and regular AC, electricity backup, and HVAC servicing; ensure furniture is ergonomically sound.

Establish clear channels for employees to report facility-related issues and ensure prompt resolution.

Lead renovation and maintenance projects end-to-end — coordinating contractors, suppliers, and internal stakeholders, and supervising labor to minimize disruption.

Plan renovation and maintenance work strategically (e.g., off-hours or weekends where feasible) and communicate timelines proactively to staff.

Procurement & Vendor Management:

Manage end-to-end procurement processes, including vendor selection and negotiations.

Prepare purchase orders and ensure timely delivery of goods and services.

Maintain accurate procurement and inventory records.

Ensure compliance with procurement policies and budget constraints.

Develop and maintain strong vendor relationships to support long-term reliability and value.

Support internal teams with procurement needs and related administrative assistance.

Monitor and replenish office supplies, equipment, and inventory on an ongoing basis.

Maintain effective communication with onboarded vendors to track delivery schedules and ensure timely provision of office, kitchen, and restroom supplies.

Monitor inventory levels and proactively reorder supplies to maintain uninterrupted office functionality and hygiene standards.

Resolve vendor issues or concerns swiftly through clear, constructive communication to uphold service excellence.

Workforce & Housekeeping Supervision:

Directly manage and supervise the office support workforce — office boys, the cleanup crew, and housekeeping staff — providing clear direction, guidance, and day-to-day task assignment.

Prepare and oversee duty rosters, shift schedules, and attendance for office boys and cleanup crew to ensure adequate coverage at all times.

Delegate tasks, set clear performance expectations, and conduct regular training sessions so every team member understands their role and responsibilities.

Develop and maintain comprehensive cleaning protocols and schedules for common areas, workstations, restrooms, and other facilities to ensure a hygienic, welcoming environment.

Conduct regular inspections and quality checks of cleaning and housekeeping work, promptly correcting any deficiencies.

Assign and monitor errand-related duties for office boys (courier handling, tea/refreshment service, internal deliveries, basic setup for meetings/events).

Foster a culture of accountability and professionalism among housekeeping and support staff, recognizing achievements and addressing performance gaps constructively.

Hold regular team meetings and one-on-one check-ins with support staff to gather feedback, resolve concerns, and evaluate performance.

Solicit feedback from office staff on cleanliness and service standards, using it to continuously improve protocols and workforce performance.

Ensure health, safety, and hygiene compliance (PPE where applicable, safe handling of cleaning chemicals, proper waste disposal) across the housekeeping and cleanup team.

Education, Experience, Key Proficiencies, & Core Competencies:

Minimum of 3 years of experience in a similar or relevant role.

Proven track record of success in office management.

Excellent communication and interpersonal skills.

Ability to develop and implement strategies to achieve organizational goals.

Knowledge of relevant laws and regulations.

Strong analytical and problem-solving skills.

Ability to work effectively in a fast-paced and changing environment.

Bachelor's degree in a related field; master’s degree preferred.

Benefits

Comprehensive healthcare support

Flexible PTO

Market Competitive Salary

Health Insurance

Fuel Allowance