Head of Administration

About the Role

ACE Group is looking for an experienced, strategic Head of Administration to lead administrative management across the Group.

You will own the full administration function:

• strategic admin planning
• budgeting, forecasting and cost analysis
• office management
• fleet management
• property and facilities management
• resolving management and administrative issues across the business

You will ensure our offices, vehicles, properties, and support services run efficiently, safely, and cost-effectively, so that every team can focus on its core work.

The role reports to the Executive Head. You will lead the administration team and work closely with Finance, HR, Procurement, IT and business heads. It is a senior position for a hands-on leader who combines strong financial discipline with operational excellence and sound judgement.

Responsibilities

Strategic Administration Management

• Develop and carry out the Group’s administration strategy, policies and SOPs in line with business goals.
• Set service standards, KPIs and controls for all administrative functions, and monitor performance against them.
• Identify opportunities to streamline processes, reduce costs and improve service quality across entities and locations.
• Lead administration planning for business expansion, new offices and relocations.
• Advise senior management on administrative risks, priorities and improvement plans.

Budgeting, Forecasting & Analysis

• Prepare and manage the annual administration budget, covering offices, fleet, properties, utilities, maintenance and support services.
• Forecast administrative spend monthly and quarterly, and track actual costs against budget.
• Analyse cost trends, variances and spending patterns, and recommend corrective actions and savings.
• Carry out cost-benefit analysis for major administrative decisions, such as leases, vehicle purchases, renovations and service contracts.
• Prepare regular MIS and management reports on administrative costs, performance and key issues.
• Work with Finance on budget approvals, accruals, payments and audit requirements.

Office Management

• Oversee day-to-day office operations across all locations, including front desk, housekeeping, security, pantry, stationery and general services.
• Make sure workplaces are well maintained, safe, clean and productive.
• Manage seating plans, space use and office moves.
• Oversee utilities, office supplies, maintenance contracts and service vendors.
• Make sure health, safety, fire and emergency procedures are in place and followed.

Fleet Management

• Manage the company fleet, including vehicle allocation, use, registration, insurance, taxes, fuel and maintenance.
• Put fleet policies and controls in place, covering vehicle logs, fuel cards, mileage tracking, driver management and accident handling.
• Monitor fleet costs and performance, and recommend whether to replace, buy or lease vehicles.
• Make sure all vehicles and drivers comply with legal and safety requirements.

Property & Facilities Management

• Manage company-owned and leased properties, including rent agreements, renewals, rent payments and landlord relationships.
• Oversee building maintenance, repairs, renovations and facility upgrades.
• Keep accurate property records, including title documents, lease agreements, utility connections and insurance.
• Make sure properties comply with local regulations, safety standards and approvals.
• Plan preventive maintenance to protect asset value and avoid disruption.

Vendor & Contract Management

• Negotiate and manage contracts with service providers, such as security, cleaning, maintenance, transport and utilities.
• Monitor vendor performance against SLAs, and escalate or replace underperforming vendors.
• Work with Procurement so that purchasing is competitive, transparent and policy-compliant.

Management Issues & Stakeholder Support

• Act as the escalation point for administrative and management issues across the Group, and resolve them promptly and fairly.
• Support senior management with logistics for events, travel, accommodation, visitors and board meetings.
• Coordinate with HR, Finance, IT and business heads on cross-functional administrative matters.
• Handle sensitive matters with discretion and professionalism.

Team Leadership

• Lead, coach and develop the administration team, including office, fleet and facilities staff.
• Set clear objectives, monitor performance and build a culture of service, accountability and continuous improvement.
• Plan staffing, rosters and coverage across locations.

Asset Management, Compliance & Audit

• Maintain an accurate register of company assets, including furniture, equipment, vehicles and properties, with periodic physical checks.
• Make sure administrative activities comply with company policies, legal requirements and audit standards.
• Support internal and external audits with complete, accurate documentation.

Requirements

Qualifications & Experience

• Bachelor’s degree in Business Administration, Management, Finance or a related field. A Master’s degree (MBA) is preferred.
• 10+ years of administration experience, with at least 3 years in a senior or head-of-function role 
• Proven experience managing administrative budgets, forecasts, and cost analyses.
• Hands-on experience in office, fleet, property and facilities management across multiple locations.
• Strong knowledge of lease agreements, vendor contracts and property documentation.
• Experience developing administrative policies, SOPs and controls.
• Experience in a multi-entity or group company environment is an advantage.
• Advanced MS Excel skills and experience with ERP, HRMS or asset management systems.

Soft Skills & Leadership

• Strategic thinking: turns business goals into practical administrative plans.
• Financial discipline: strong control of budgets, costs and value for money.
• Problem-solving: resolves management and operational issues quickly and fairly.
• Negotiation: secures strong terms with landlords, vendors and service providers.
• People leadership: builds and leads a motivated, service-focused team.
• Stakeholder management: works effectively with senior management and all departments.
• Integrity and discretion: handles confidential and sensitive matters professionally.
• Organisation: manages many priorities across sites with close attention to detail.

Job Details

• Location: Kharian
• Job Type: Onsite
• Working Hours / Shift: 01:00 PM to 10:00 PM PKT
• Department: Administration

About ACE Money Transfer

ACE Money Transfer is a UK-based multinational fintech headquartered in Manchester, United Kingdom. We provide fast, secure and affordable online remittance services to customers in 29 countries across the UK, Europe, Canada and Australia, and we enable cross-border money transfers to 100+ countries worldwide.

Every day, our platform helps people support their families, pay for education and build better futures across borders. As part of the wider ACE Group, we combine a fast-paced growth culture with strong regulatory standards and a commitment to innovation in digital payments.

At ACE you will work with talented, diverse teams across multiple regions and take real ownership of work that matters. You will also help shape the future of global money movement.

Learn more: ACE Money Transfer Company Profile