Supervisor (Admin & General Services)

Position Title: Supervisor (Admin & General Services)
Entity: PIA Holding Company Limited (PIAHCL)
Reports To:
Location: Head Office - Islamabad
Grade/Level: Support Function

1. Position Summary

The Office Supervisor is responsible for the efficient and organized operation of the office's core administrative functions, including filing, record keeping, and internal/external dispatch. This role requires significant physical mobility to coordinate communication, documents, and materials across various departments, external offices, and other stations. The Supervisor will ensure the timely processing and accurate maintenance of all physical and digital records, and managing general office support tasks.

2. Key Responsibilities

Filing & Record Keeping Management

• Establish and maintain a robust, organized, and secure physical and digital filing system for all official documents, correspondence, and records.
• Supervise the process of document indexing, archiving, and retrieval, ensuring confidentiality and quick accessibility.
• Ensure compliance with the company's record retention policies and prepare old records for destruction or long-term archiving.
• Manage the inventory of office supplies, stationery, and logistical materials.

Dispatch and Document Logistics

• Oversee the daily operations of the Diary/Dispatch section, including receiving, logging (inward/outward), and distributing all official mail, documents, and packages.
• Ensure that all dispatched documents are properly sealed, addressed, and delivered to the correct internal departments or external stations/offices in a timely manner, maintaining a proof-of-delivery (POD) record.
• Coordinate with external courier services and manage the internal runners/messengers.

Inter-Office & External Movement

• Personally facilitate the delivery and collection of urgent, sensitive, or high-priority documents to other offices, departments, or external stations/sites as required.
• Act as the primary liaison for document exchange between the Head Office and satellite locations, ensuring reliable transfer of materials.
• Ensure all necessary travel arrangements (local transport) for dispatch-related movement are efficiently managed.

General Office Administration

• Provide administrative and clerical support, including photocopying, scanning, binding, and preparing presentation materials.
• Assist in scheduling meetings, preparing meeting rooms, and taking/distributing minutes when required.
• Supervise office support staff (e.g., Office Assistants, Runners) and delegate routine tasks effectively.
• Monitor and report on the maintenance needs of office equipment (printers, copiers, etc.).

Maximum Age:

40 years

Qualifications & Experience

Education:

• Bachelor's Degree from an HEC-recognised institution.

Experience:

• Minimum 03 years of relevant professional experience in office administration, record management, or a dispatch/logistics role.
• At least 01 year of proven supervisory experience is preferred.
• Demonstrated proficiency in operating standard office equipment and using MS Office Suite (Word, Excel, PowerPoint).

Key Requirements:

1. High level of physical fitness and stamina to handle significant movement, standing, and lifting of document boxes/packages.
2. Strong organizational skills and an impeccable attention to detail for record-keeping and document control.
3. Excellent interpersonal and communication skills to coordinate with various stakeholders across different locations.
4. A valid driver's license/access to reliable local transport may be preferred (if required for station visits).

Remuneration & Benefits

• Competitive salary package commensurate with qualifications and experience.
• Benefits as per company policy and market best practices.