Farhan Gillani

I am an administrative professional with over 13 years of extensive experience in managing and supporting organizational operations across diverse environments. Throughout my career, I have developed strong expertise in office administration, coordination, documentation management, procurement support, and internal communications.

I have a proven ability to streamline administrative processes, improve operational efficiency, and ensure smooth day-to-day office functioning. My experience includes handling vendor management, managing schedules and logistics, maintaining records, supporting financial and petty cash activities, and assisting senior management with reporting and coordination tasks.

I am known for my attention to detail, problem-solving skills, and ability to handle multiple responsibilities under tight deadlines. I work effectively with cross-functional teams and maintain a professional approach in all administrative dealings, ensuring accuracy, confidentiality, and reliability in every task.

With a strong commitment to continuous improvement, I aim to contribute positively to organizational productivity and support business goals through efficient administrative support.

Operations Administrator (Human Resources & Administrator) at Boston Health Care AI (2025-11 – Present)

Human Resources and Administrative responsibilities including employee records management, HR database maintenance, attendance and leave management, training and development coordination, reporting and documentation, and exit management. Administration duties include end-to-end procurement of office and IT assets, asset register maintenance, travel request management, conference and event logistics, and office operations facilitation.

• Maintain & update employee records and HR databases
• Manage employee files (CNIC, Educational documents, contracts)
• Update employee information in HR portals
• Prepare HR related letters (Experience letters, Salary Certificates, NOC)
• Monitor employee attendance and timesheets
• Maintain leave records and track balances
• Assist in implementing attendance policies and system
• Coordinate employee training sessions
• Maintain training records and feedback
• Assist in tracking employee development programs
• Prepare HR Reports (Headcount, turnover, attendance, etc.)
• Maintain HR dashboards and documentation
• Conduct exit formalities and documentation
• Schedule exit interviews and collect feedback
• Ensure proper clearance and documentation during employee separation
• Handle end-to-end procurement of office and IT assets, including quotations, purchase orders, invoice reconciliation and delivery tracking
• Maintain an asset register and coordinate repairs, returns and replacements
• Collaborate with IT to ensure secure setup and compliance for company devices
• Track employee travel requests, tickets and itineraries; manage reimbursements and expense reporting
• Support finance by compiling vendor bills and ensuring timely submission of expense documentation
• Support conference and event logistics, shipment of materials, vendor coordination, on-site setup assistance and expense reconciliation
• Facilitate smooth office operations, ensuring supplies, services, and documentation are always upto date
• Maintain digital documentation and compliance records on company systems
• Use excel, HRMS tools, and trackers to ensure visibility and accountability of all processes

Associate (Administration & Secretarial) at Brain & Mind Institute, Aga Khan University (2023-12 – 2025-01)

• Coordinate travel arrangements, prepare itineraries, Plan logistics including accommodation and submit expense/reimbursement reports to finance Department
• Prepare minutes of meetings for Pakistan Working Group Meetings
• Provide communications and event logistical support
• Support the BMI Senior Management in HR related functions
• Liaise with the BMI Senior Management, assist in petty cash management including tracking expenditure approved for petty cash utilization
• Assist in Coordinating logistical planning of events in the annual calendar of the BMI- Scientific meetings, Conferences, Workshops
• Assist in organizing events for journalists and other stakeholders, to enhance awareness on BMI research/activities
• Manage the executive's calendar, including scheduling appointments, meetings, and travel arrangements
• Prepare and edit correspondence, reports, and presentations, ensuring accuracy and professionalism
• Serve as a point of contact for internal and external communications, maintaining a high level of confidentiality
• Assist with project management tasks, ensuring deadlines are met and deliverables are tracked
• Organize and maintain electronic files and documents for easy retrieval
• Handle expense reports and budget tracking as needed
• Provide support for special projects and events as assigned
• Screen all incoming phone calls, inquiries, visitors and correspondence, and route accordingly

Senior Assistant (Administration & Secretarial) at Department of Project & Construction Management, Aga Khan University (2018-11 – 2023-11)

• Prepare minutes of meetings for project board & weekly coordination meetings
• Assist Project Manager, Manager budget & planning in their daily routine work
• Organize and schedule meetings and appointments and maintain a diary for follow-ups
• Preparation of one/four Pages contracts, variation order, substantial & completion certificate of project
• Coordinate with HR Department regarding entire personnel matters of PCM Staffs
• Prepare payment documents of contractors, consultants and vendors and follow-up with the finance division to ensure timely release of payments
• Responsible for managing petty cash for the entire department
• Arrange on & out campus site visits and reserve transportation
• Prepare monthly attendance, leave balance, and overtime reports
• Coordinate logistics by liaising with various departments throughout the University
• Raise purchase requisition and material stock requests for different projects

Clinic Supervisor at Integrated Medical Services, Aga Khan University (2017-06 – 2018-10)

• Manage day-to-day operations by coordinating with doctors, nursing, and support services for smooth functions
• Raise material stock & purchase requisitions on monthly basis
• Resolve patient queries and problems by doing daily visits of assigned clinics to ensure smooth functioning
• Responsible for developing marketing plan and its execution
• Organize and schedule meetings with doctors and maintain diary for follow-ups
• Visit Medical Centre (IMS) locations representing management in audit and rounds
• Maintain records and reports related to medical centre operations, incidents, and complaints, etc.
• Coordinate with the various representatives for bills related to complaints and other services
• Achieve family medicine and specialty clinics volume and revenue targets
• Raise ROPs and process Travel requests on behalf of doctors for remote clinics
• Manage petty cash for the overall department
• Inventory management to curtail medical surgical and consumable expenses

Counter Service Officer at Soneri Bank Limited (2016-07 – 2017-06)

• Initiate new accounts of customers, resolve discrepancies in documents
• Process bank statements, maintenance certificates of customers
• Maintain records of cheque books, ATM Cards, and timely delivery to customers
• Maintain high risk accounts of reports in coordination with compliance
• Assist manager in audits conducted by different stakeholders
• Organize a filing system for important and confidential branch documents

Receptionist at Integrated Medical Services, Aga Khan University (2012-10 – 2016-07)

• Cash handling, patient registration, patient appointments
• Maintain medical records and inventories
• Preparing monthly revenue volume, supplies & referral report
• Marketing activities for promoting clinic volumes (Flyers distributing and telemarketing)
• Coordinate with doctors and nurses for smooth functioning of clinic
• Conduct open-house clinics at several outreach locations

MBA in Human Resources – Muhammad Ali Jinnah University (2020)

B.Com – Govt Premiere College (2015)