FAISALABAD INDUSTRIAL ESTATE DEVELOPMENT & MANAGEMENT

COMPANY (FIEDMC)

JOB DESCRIPTION OF OFFICE EXECUTIVE, FIEDMC

# D.O.
Name Designation
Appointment
1 PA to COO
2 Executive Officer
Marketing
3 Executive Officer
Finance
4 Office Supervisor

COMMON DUTIES

1. Handling and maintenance of mail, filing and retrieval of record

2. Letter /minute sheets drafting / typing in word / excel and follow up
3. Assist Seniors (as and when required/directed)
4. Ensuring proper arrangements of meetings
5. Coordinate with other departments regarding interdepartmental activities
6. Arrange Stationery for office
7. Assist in event management
8. Searching for required information on internet

PA to COO / SECRETARY DEPARTMENT

1. Work as directed and asked for by COO

2. Maintain Files of COO
3. Supervise Transport Executive and put up a report of vehicle running,
fuel consumption etc to COO on daily, weekly & monthly basis
4. Maintain Secretarial Files
5. Maintain records of Minutes of Meetings (BOD/PMC/FC/AC)
6. Maintain Statutory Registers

7. Assist Company Secretary as and when directed and asked for by

Company Secretary
8. Preparation for Meetings (BOD /PMC/FC/AC)
9. Preparation of Accounts Statement of Allottees

10. Assist in the Issuance of:-

a. Minutes of the Meetings (BOD and Committees)

b. NOC / NDC / NEC
c. Allotment Letters (Final/Provisional) to Allottees
d. Share Certificates.

11. All Urdu typing tasks as assigned by COO or any other department.
12. Assist in stock taking and survey boards.

EXECUTIVE OFFICER MARKETING

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 1. Maintain Customers Record of Industrial and Commercial Plots
2. Formulate and update customers database and mailing lists/Guest lists
3. Record keeping of newspapers advertisements/cuttings
4. Record keeping of Pictures and CDs of different Events

5. Update the Sales Summary of Industrial and Commercial Plots

6. Entertain walk-in customers and arrange site visits (if required)
7. Customer Relationship Management
8. Follow up with customers for payment recovery through phone, email,
mail and fax.
9. Issue application forms (Industrial & Commercial)/guide book/building
bylaws.
10. Coordinate with consultants in preparation of promotional marketing
material, TVCs etc
11. Receive payments and issue payment receipts (Customers and Finance
deptt.) and update the record
12. Preparation of advertisements

EXECUTIVE OFFICER FINANCE

1. Maintaining Fixed Asset Register as per requirement of Companies

Ordinance 1984 on Computer (Soft Copy)

2. Assist DGM Finance in Preparation of Budgets

3. Assist in the conduct of Internal and External Audits
4. Approval of TA/DA/Medical from DGM Finance & COO.
5. Maintains advances to employees, arrangement & settlements
6. Preparation of Monthly Mess Summary
7. Preparation of Monthly Salary Sheet and pay slips
8. Preparation of different details such as VAC Customers, Expenses
(monthly exp. VAC & Admin)
9. Checking of all types of vouchers:-
a. Journal voucher (average 100 voucher per month)
b. Bank payment voucher (average 100 voucher per month)
c. Bank receipt voucher ( average 50 voucher per month)
2. Verification of Voucher from DGM Finance & Pre Audit
3. Preparation of cheques
4. Signing of Cheques & vouchers from COO, CEO & Chairman
5. Checking of contractor’s IPC’s
6. Checking of Bank reconciliation
7. Checking of Monthly Interest Calculation
8. Checking of Deposit of Cheques & Cash into bank
9. Checking deduction, deposit & record of withholding tax deducted from
Contractors, Suppliers and Employees Preparation of monthly salary
slips
10. Updating of records regarding bank guarantees & performance security
11. Checking of E Filling of Withholding Tax
12. Coordination with Suppliers & Service provider regarding income tax &
sale tax.

OFFICE SUPERVISOR (C&A)

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 1. Follow up with Utilities Departments regarding connection and problems
of VAC & M-3IC clients.
2. Maintain close liaison with concerned police station.
3. Coordinate and conduct surveys for electrification, gasification, water and
telephone lines of the projects of FIEDMC.
4. Supervise and assist in design and execution of approved electrical plans,
sui gas pipe laying and allied activities at project site.
5. Give guided tour to visitors to VAC
6. Maintain C & A store.
7. Ensure proper security of vehicles after office hours.
8. Perform different assignment given by DGM A & C.
9. Assist in stock taking and survey boards.
10. Assist in coordination with different Govt functionaries.
11. Assist in different purchases.
12. Ensure general maintenance and layouts of FIEDMC properties.
13. Supervision of staff drivers

DRAFTSMAN (TECHNICAL)

1. Phase Wise Maintaining Maps and Drawings.

2. Incorporation of Amendments in Master Plans.
3. Proposal Plans of Plots for Marketing Purposes.
4. Preparation of Revenue Map in Coordinating with Land & Estate
department.
5. Preparation of Site Plan as per Site Measurements.
6. Organizing / maintaining records i.e., IPCs, Maps & Drawings.
7. Assisting for other Misc works in Technical Department

COMPUTER TECHNICIAN (IT)

1. Generate and maintain Daily Attendance Report (through Bio-Metrics

System)
2. Maintain logs and record of IT equipment repair and usage.

2. Assist Manager IT in purchasing, troubleshooting and configuration

3. Handling of Local Area Network
4. Installation, configuration and updating of Server Software.
5. Installation, configuration and updating of related software on end users
system.
6. Weekly backup of all end users systems.
7. Scanning of documents if required by the users.
8. Preparation for the presentation/meetings like fixing of Projector or LCD
Screen with the laptop
9. Repair of IT equipment; PCs, Printers, monitors & Bio Metric Hardware
10. Repair and Maintenance of Telephone Exchange System, Fax Machine &
Photocopier.

OFFICE EXECUTIVE (TECHNICAL)

1. Maintain Prequalification and Bidding documents

2. Keep a record of all Contracts
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 3. Update the Progress Chart of Contracts like mobilization Advance,
Guarantees performance Securities, insurance policies, Contract files etc
4. Assist in collecting the information from Contracts, Prequalification /
Bidding documents etc
5. Maintain Contract related data such as mobilization advance, performance
security, insurance policies etc
6. Make comparisons, analyze info & prepare work sheets as required
7. Assist in preparation of PMC meeting.

OFFICE EXECUTIVE (QANOONGO)

1. Draw and maintain maps of FIEDMC project land as per Revenue

record.
2. Maintain record of all land compensation paid to land owners by LAC.

3. Preparation for court cases pertaining to FIEDMC.

4. Be watchful of the lands of FIEDMC and there possession status.
5. Demarcation of acquired land.
6. Coordinate with Patwaries as and when required.
7. Perform all the duties as assigned by HOD.

OFFICE EXECUTIVE (LEGAL, LAND & ESTATES)

1. Maintain Land record

2. Maintain record of all legal proceedings

3. Assist Manager Land & Estates in any official assignments.

4. Take dictation from manager Land & Estate.
5. Location of previous references for placing before Manager L& E as
and when required.
6. To gain skills in Inpage Urdu Software.
7. Prepare files for meeting.
8. Photocopying of documents

OFFICE EXECUTIVE (ADMN)

1. Maintenance of Employees Attendance & Leave Record

2. Maintain Employee Record and Personnel files
3. Maintain Training Record of all employees

4. Issuance of Office Stationery

5. Detailing of Office Vehicles and drivers on duty
6. Preparation of Purchase Order & Posting of Stores
7. SOPs and Forms including Medical Form, Move Sanction Form, Personal
Particular Form, Store Receipt Form, Stationery Requisition Form and
Employee Requisition Form
8. To assist DGM in recruitment & selection.
9. Maintain TA/DA, and preparation of Medicals.
10. To assist the DGM in dealing the utilities in hand.
11. To assist the DGM in controlling the admin of VAC & M3-IC.
12. Insurance Matters.
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 13. Management and entertainment during meetings.
14. Issuance of Office Stationery
15. Preparation of Purchase Order & Posting of Stores.
16. SOPs and Forms including Medical Form, Move Sanction Form, Personal
Particular From, Store Receipt Form, Stationery Requisition Form,
Employee Requisition Form etc.
17. Supervision of Staff Drivers in assigning the different duties during or
after office timings.
18. Detailing of Office Vehicles and drivers on duty with the permission of
DGM.
19. Any other task given by DGM (Admin & Coord)

OFFICE EXECUTIVE (PURCHASE)

1. Maintain of Fixed Assets Register

2. Maintain Purchase registers
3. Stock taking (Electrical Items, Stationery, Kitchen Items)

4. Office Vehicles Repair and Maintenance

5. Office Stationery Items (Purchasing)
6. AC & Electric Items repair & maintenance
7. Office Repair & Maintenance
8. Repair & Maintenance of Generator
9. Insurance Matters
10. Arranging of the cupboards, file racks and office desk, drawers.
11. Entertainment during meetings
12. Fulfilling general administrative requirements and errands.

RECEPTIONIST

1. Maintenance of Fax Record (Incoming / Outgoing), Mail Record

(Incoming / Outgoing)
2. Maintaining Registers (Incoming Mails/ Faxes & Outgoing Mails/Faxes)
3. Maintain address book in computer
4. Maintain of Public Relation Diary
5. Maintain Electronic Diary
6. Maintain Month Wise Mail History
7. Maintain TCS Receipts Records

8. Receive and Welcome the Customers / Clients / Guests

9. Issuance of Mails & Faxes to related departments
10. Connect phone numbers as requested by FIEDMC Staff.

OFFICE EXECUTIVE ACCOUNTS

1. Maintaining the vouchers files and the other records

2. Preparation of all the Journal Vouchers and the relevant Bank Payment
Vouchers, Bank Receipt Vouchers.
3. Preparation of monthly Bank Reconciliation Statements
4. Processing payment requests/minute sheets from other departments.

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 5. Disbursement of cheques after approval of vouchers and signatures from
appropriate authorities.
6. Disbursement of pay slips
7. Calculate monthly interest on bank deposit
8. Coordination with bank regarding clearance of cheques & DD/Pay order
received from customers & deposited by bank
9. Payment of all utilities bills on time

OFFICE EXECUTIVE CASHIER

1. Maintenance all types of voucher files (Journal, Bank payment & Bank
Receipt Vouchers)

2. Handle all Types of Cash payments including Petty cash, Advances, R&M
Cash
3. Preparation Monthly, Annually Income Tax Statement
4. Preparation Tax Challan Form
5. Deposit Tax in the Bank
6. Deposit & withdraw all types of cheques in the Bank
7. Issuing Tax Challan Form to Suppliers, Contractors & Service providers
8. Distributing TA/DA, Medical & Mobile Cards to Employees

FAX & PHOTOCOPIER OPERATOR

1. Maintain Fax & Photocopy Machine and keep a log book to this effect
2. Ensure availability of paper
3. Photocopy and fax as and when asked
4. Keep a log of photocopier machine usage by each department

TRANSPORT EXECUTIVE

1. Maintain log books of all vehicles in FIEDMC

2. Maintain & drive vehicle of Coy. Secy Department
3. Assure fueling and operation of Office Generator
4. Provide daily vehicles running report to COO

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