Administrative & Logistics Executive

Position: Administrative & Logistics Executive

Location: Your Office Location Mirpur DOHS
Employment Type: Full-time
Department: Operations/Admin

We are looking for an Administrative & Logistics Executive to manage logistics, dispatch, and general admin support. The role includes preparing and dispatching gifts, kits, and event items, maintaining accurate inventory, coordinating with courier partners, vendors, and service providers, as well as handling purchases, travel, and hotel bookings. The executive will also support outreach and graduation events, manage finance-related paperwork, ensure timely vendor payments, and assist with office/admin tasks like ID cards, onboarding kits, and workspace setup. University students (especially from National University) are encouraged to apply. Strong organizational skills, communication abilities, and proficiency in Google Workspace, Microsoft Tools, and AI platforms (ChatGPT, Gemini, etc.) are required. Experience with courier coordination, inventory systems, and design tools (like Canva) will be a plus.

🛠️ Key Responsibilities

📦 Logistics & Dispatch Support

• Prepare, pack, and dispatch promotional gifts, contest prizes, outreach kits, and event goodies.  

• Maintain accurate, real-time inventory of all marketing materials, office supplies, gifts, and event-related items.  

• Ensure proper labeling, documentation, and tracking of all outbound packages.  

• Coordinate with courier partners for timely pickup and successful delivery, including follow-ups for delays or issues.  

• Assist in organizing, checking, labeling, and packaging graduation kits and event materials.  

• Maintain logs for returned or failed deliveries and ensure proper resolution.  

• Handle stock refilling and raise procurement requests in advance to avoid shortages.  

• Manage all gifting items, maintaining inventory, restocking, and usage tracking.  

• Support operational purchases including office supplies, event materials, branded items, and other essentials.  

• Coordinate car rental bookings and manage communication with vendors as per staff or event requirements.  

• Ensure timely processing of office rent payments and maintain proper documentation.  

• Purchase and manage travel tickets (bus, train, and air) for team members or guests as needed.  

• Assist with data entry and record maintenance for all financial transactions.  

• Process finance-related paperwork including bills, expense reports, petty cash, and invoice submissions. 

🎓 University & Campus Outreach Support

• Coordinate with the design team to finalize banner layouts for outreach programs.

• Confirm dimensions, specifications, and printing materials with vendors.

• Manage printing processes, ensure quality control, and arrange timely delivery.

• Maintain a vendor list for printing and other branding needs with pricing and lead times.

📋 Event & Graduation Logistics

• Print, laminate, and sort certificates efficiently and accurately.

• Prepare branding items like lanyards, stickers, notebooks, props, and banners for each event.

• Track logistics checklists before, during, and after events to ensure nothing is missed.

• Support graduation events with on-ground logistics and kit preparation.

🏨Hotel, Travel & Admin Support

• Book hotels and arrange travel for team members or outreach guests as needed.

• Maintain booking records, confirmations, and payment follow-up.

• Support the HR/Admin team with internal logistics: ID card printing, onboarding kits, workspace setup, etc.

• Assist with venue bookings, caterer coordination, and meal arrangement follow-ups.

📑 General Administrative Support

• Maintain digital and physical filing systems for invoices, dispatch records, and inventories.

• Collaborate with the Finance team to ensure timely bill submissions and vendor payments.

• Keep vendor contact details up-to-date and negotiate rates as needed.

• Help maintain a clean, organized workspace for the office/store room.

• Support other departments as needed with administrative or logistical requests.

✅ Required Qualifications

• University students can apply. (National university student will get preferance)

• Strong organizational and time management skills.

• Excellent communication and coordination abilities.

• Proficiency in Google Suit Google Workspace, Microsoft Tools, AI (ChatGpt, Gemini etc) and documentation tools.

💡 Preferred Skills

• Experience with courier/delivery service coordination.

• Familiarity with inventory or dispatch management systems.

• Ability to manage multiple vendors and prioritize tasks under pressure.

• Attention to detail and proactive problem-solving skills.

• Canva or any other design tool sense is a plus (for working with printing specs/layouts).