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.
  
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