Summary
Overview
Work History
Education
Skills
Timeline
Generic
Afshan Butt

Afshan Butt

Administration
Islamabad/Rawalpindi

Summary

"A challenging management position is sought with a progressive organization where my professional experience and knowledge can be fully utilized. I offer a high level of commitment, professionalism, and dedication in return for an opportunity to take on new challenges, achieve job satisfaction, and further build on my existing experience."

Overview

13
13
years of professional experience
2
2
years of post-secondary education

Work History

Front Desk Officer/Admin Assistant

Zakat Foundation of America
Islamabad
02.2025 - 07.2025
  • Maintain office supplies and inventory.
  • Organize and maintain filing systems (physical and digital).
  • Manage schedules, appointments, and meetings for staff.
  • Handle incoming and outgoing correspondence (emails, calls, mail).
  • Draft and proofread letters, memos, and reports.
  • Prepare meeting agendas and take minutes.
  • Greet and assist visitors or clients.
  • Liaise between departments and external contacts.
  • Answer phones and route calls appropriately.
  • Maintain accurate records and databases.
  • Update spreadsheets, contact lists, and internal directories.
  • Assist with travel arrangements and event coordination.
  • Provide support to executives or department heads as required.
  • Source and evaluate suppliers/vendors.
  • Request and compare quotations, negotiate prices and terms.
  • Prepare and issue purchase orders (POs).
  • Monitor stock levels and coordinate inventory replenishment.
  • Track orders to ensure timely delivery.
  • Maintain accurate inventory records.
  • Build and maintain strong vendor relationships.
  • Resolve supplier issues and disputes.
  • Conduct supplier performance evaluations.
  • Ensure purchases comply with organizational policies and budget limits.
  • Maintain procurement files and documentation for audits.
  • Assist in developing procurement policies or improvements.
  • Prepare procurement reports (cost analysis, savings reports).
  • Analyze purchasing trends and suggest cost-saving measures.

Front Desk Officer

Penny Appeal
05.2022 - 06.2023
  • Performed general office duties, ensuring smooth daily operations and supporting staff as needed.
  • Attended all incoming telephone calls promptly and professionally, routing them to the appropriate staff members.
  • Managed both internal and external mail functions, ensuring timely distribution.
  • Greeted, welcomed, and directed visitors, ensuring they were announced and properly escorted to the relevant staff.
  • Performed various clerical receptionist duties such as filing, photocopying, collating, faxing, etc.
  • Provided logistics and administrative support for various programs and events.
  • Oversaw and ensured proper provision of tea, water, and lunch arrangements for meetings and events.
  • Worked closely with relevant program officers to develop material kits, including collation of finalized materials, printing, preparation, delivery, and distribution of folders/materials.
  • Identified, negotiated, and managed travel arrangements for program-related participants.
  • Managed fuel and utility needs for the office, ensuring an adequate supply of fuel for generators and maintaining their proper working condition.
  • Processed vendor payments after confirming the satisfactory completion of work or provision of services.
  • Maintained the attendance register and submitted it to the HR department at the end of each month.
  • Managed petty cash for day-to-day refreshments for guests and internal meetings.
  • Performed any other tasks assigned by the line manager.

Admin Officer

Khayal & Sons
08.2020 - 03.2021
  • Answering and professionally handling all incoming calls.
  • Directing calls to the appropriate staff members and taking messages when necessary.
  • Keeping a system to ensure message delivery.
  • Experience in debt collection, ensuring timely and efficient processing.
  • Corresponding with clients to ensure payments are made and addressing any issues.
  • Maintain accurate client records for billing and payment history.
  • Ensuring all required documents are available to process bills.
  • Keeping records of bank deposit slips and other payment-related documents.
  • Issue receipts to clients and maintain accurate payment records.
  • Ensuring that invoices and receipts are processed on time.
  • Coordinating with vendors for bill submissions and verifying details.
  • Ensuring timely payments and proper documentation is submitted to the finance team.
  • Communicating with clients via email and phone to discuss payments.
  • Coordinating with the sales and accounts departments to ensure smooth financial operations.
  • Assisting in the timely resolution of payment issues.
  • Ability to meet deadlines and manage multiple tasks simultaneously.
  • Attention to detail in processing invoices, receipts, and payments.
  • Sound verbal communication for effective negotiation and conflict resolution.
  • Ability to clearly explain decisions and processes to clients and colleagues.
  • Strong ability to handle numerical data, such as invoices and payments.
  • Analytical and decision-making skills to resolve discrepancies.
  • Quick to learn new computer systems and software used for accounting and record-keeping.
  • Accuracy in entering data and maintaining databases.
  • Good judgment to assess situations and make appropriate decisions.
  • A commitment to providing excellent service to clients and internal teams.
  • Ability to follow policies and procedures strictly.
  • Strong attention to detail, especially in terms of accuracy with financial documentation.

Admin Consultant

Karandaaz Pakistan
05.2017 - 10.2017
  • Provide professional front desk services and guest support, maintaining a positive and welcoming environment.
  • Oversee all aspects of event management, including making hotel reservations, handling event logistics (e.g., venue, meals, accommodations), and coordinating with various departments.
  • Supervise office activities, ensuring proper office maintenance and operational functionality.
  • Oversee all logistics operations to ensure timely delivery, including preparing and maintaining purchase orders, processing invoices, and ensuring proper records are kept for financial transactions.
  • Ensure all invoices and bills are processed on time, following up with vendors and maintaining accurate records for payment processing.
  • Assist in revising or developing standard operating procedures (SOPs) related to logistics, ensuring they align with organizational needs.
  • Manage staff travel, lodging, and visa arrangements for official trips, particularly for international travel.

Receptionist/Admin Assistant

Rozan
10.2015 - 08.2016
  • Efficiently managed daily office operations, performing a range of administrative tasks to ensure smooth office functions.
  • Responded promptly and professionally to incoming telephone calls, connecting callers to the appropriate staff members.
  • Oversaw both internal and external mail functions, ensuring timely and accurate distribution.
  • Greeted, welcomed, and directed visitors with professionalism, ensuring they were announced to the relevant staff.
  • Carried out essential clerical tasks such as filing, photocopying, collating, faxing, and maintaining organized office records.
  • Provided logistics and administrative support for various programs, ensuring seamless operations.
  • Oversaw the provision of refreshments, including tea, water, and lunch arrangements for meetings and visitors.
  • Collaborated closely with program officers to develop, print, and distribute program materials such as kits and folders.
  • Coordinated travel logistics for program participants, including booking transportation, accommodation, and necessary arrangements.
  • Managed the fuel and utility needs of the office channel, ensuring a consistent supply for generators and other equipment.
  • Verified satisfactory completion of work or services and processed vendor payments accordingly.
  • Maintained an accurate attendance register and submitted monthly records to the HR department.

Receptionist

Albayrak
02.2015 - 09.2015
  • Welcoming guests and clients as they enter the office.
  • Ensuring they are signed in and have a visitor badge, if necessary.
  • Directing them to the appropriate person or department.
  • Answering and directing phone calls to the appropriate departments or individuals.
  • Taking messages when necessary.
  • Screening calls to prioritize urgent matters.
  • Managing calendars for employees, including scheduling meetings and appointments.
  • Sending reminders and confirmations to clients or team members.
  • Receiving and sorting incoming mail and packages.
  • Ensuring outgoing mail is sent on time.
  • Keeping track of deliveries and maintaining accurate records.
  • Maintaining office supplies and ordering replacements as needed.
  • Filing documents, organizing records, and ensuring everything is up to date.
  • Preparing documents for meetings or presentations.
  • Keeping the front desk and waiting area clean and organized.
  • Ensuring that magazines, brochures, and other materials are neatly displayed.
  • Answering general inquiries about the company, services, or products.
  • Addressing concerns or issues politely and escalating them when necessary.
  • Inputting data into systems or databases, such as client information or scheduling data.
  • Updating client records and maintaining accurate files.
  • Monitoring who enters and exits the building, ensuring proper security protocols are followed.
  • Managing visitor logs and ensuring that guests sign out when they leave.
  • Assisting with communication between departments to ensure smooth operations.
  • Providing employees with necessary information, like meeting schedules or client details.
  • Coordinating travel arrangements, such as booking flights and hotel accommodations for employees or guests.
  • In case of emergencies, ensuring that guests and employees follow safety protocols.
  • Acting as a point of contact for emergency services if needed.
  • Setting up conference rooms with necessary tech (projectors, computers, etc.).
  • Troubleshooting minor office equipment issues, like phone systems or fax machines.

Receptionist/Admin Assistant

Select Cables Pvt Ltd.
01.2014 - 12.2014
  • Answer, screen, and forward incoming phone calls, providing basic information as needed.
  • Perform various clerical duties, including filing, photocopying, collating, and faxing documents.
  • Greet and welcome visitors, direct them appropriately, and announce their arrival to the relevant personnel.
  • Provide logistics and administrative support to various programs and departments.
  • Maintain the daily order book, ensuring timely ordering and delivery to the concerned parties.
  • Ensure accurate filing of documents such as orders, delivery challans, invoices, etc.
  • Provide administrative services to different branches of the company, maintaining smooth communication and coordination.
  • Maintain a daily log of guests visiting the office, issue visitor badges, and collect them after visitors depart.

Sales Consultant

EFU Life Assurance Company Pvt Ltd.
10.2012 - 08.2013
  • Research and identify potential clients and new business opportunities.
  • Analyze market trends and customer needs to create strategies for gaining new customers or expanding business with current clients.
  • Meet with potential and existing clients to understand their needs and provide tailored solutions.
  • Conduct product presentations and demonstrations to show how the company’s offerings can solve client problems.
  • Provide expert advice on products or services to help clients make informed decisions.
  • Develop strong relationships with both new and existing clients to foster long-term business partnerships.
  • Follow up regularly with clients to ensure satisfaction and to address any concerns or issues.
  • Provide ongoing customer support to enhance retention and generate repeat business.
  • Negotiate terms, prices, and contracts with clients.
  • Work with the sales team and management to ensure that proposals are competitive and meet the client’s needs.
  • Close sales deals and ensure that all necessary paperwork is completed.
  • Track sales performance and prepare regular reports on sales activities, results, and opportunities.
  • Analyze sales data to identify trends and make recommendations for improvement.
  • Meet or exceed sales targets and KPIs (key performance indicators) set by the company.
  • Work closely with marketing, product, and customer service teams to ensure that the sales process runs smoothly.
  • Collaborate with team members to improve sales strategies, promotional materials, and product knowledge.
  • Continuously learn about new products, services, and market trends to offer the best possible advice to clients.
  • Attend training sessions or industry events to stay up to date.
  • Use Customer Relationship Management (CRM) software to track leads, sales, and client interactions.
  • Keep records of communications with clients, follow-ups, and deals closed.

Receptionist

Sustainable Development Policy Institute
03.2013 - 07.2013
  • Attend to all incoming telephone calls promptly and professionally.
  • Direct calls to the appropriate staff member.
  • Take messages when necessary and ensure they are delivered.
  • Connect local and overseas telephone calls as needed.
  • Receive and distribute mail, faxes, and courier packages.
  • Arrange dispatch for both domestic and international packages.
  • Maintain a log for all incoming and outgoing international courier packages, STD/ISD calls, and faxes.
  • Mark personal use of these services on monthly bills.
  • Operate and maintain the EPABX (telephone exchange system).
  • Inform the maintenance vendor immediately in case of any system failure.
  • Notify the Office Manager in case of delays in fault correction.
  • Be available at the reception during work hours.
  • Receive and welcome guests, ensuring they are directed to the appropriate staff.
  • Maintain a polite and helpful demeanor with visitors.
  • Ensure the reception area is neat, well-maintained, and secure.
  • Prepare and submit daily reports for signature (Courier mail, STD/ISD calls, outgoing fax).
  • Maintain an attendance register.
  • Perform reception duties during external seminars and conferences.
  • Update and maintain the WHO directory on LAN and the telephone directory at the reception.
  • Carry out any other responsibilities as determined by the Executive Director or their nominee.

Education

Master - Political Science

University of The Punjab
08.2017 - 08.2019

Skills

Inventory oversight

Time management

File management

Telephone and email etiquette

Timeline

Front Desk Officer/Admin Assistant

Zakat Foundation of America
02.2025 - 07.2025

Front Desk Officer

Penny Appeal
05.2022 - 06.2023

Admin Officer

Khayal & Sons
08.2020 - 03.2021

Master - Political Science

University of The Punjab
08.2017 - 08.2019

Admin Consultant

Karandaaz Pakistan
05.2017 - 10.2017

Receptionist/Admin Assistant

Rozan
10.2015 - 08.2016

Receptionist

Albayrak
02.2015 - 09.2015

Receptionist/Admin Assistant

Select Cables Pvt Ltd.
01.2014 - 12.2014

Receptionist

Sustainable Development Policy Institute
03.2013 - 07.2013

Sales Consultant

EFU Life Assurance Company Pvt Ltd.
10.2012 - 08.2013

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