Admin Executive

2 weeks ago

Dubai, Dubai, United Arab Emirates Al-Futtaim Full time

Established in the 1930s as a trading business, Al-Futtaim Group today is one of the most diversified and progressive, privately held regional businesses headquartered in Dubai, United Arab Emirates. Structured into five operating divisions; automotive, financial services, real estate, retail and healthcare; employing more than 35,000 employees across more than 20 countries in the Middle East, Asia and Africa, Al-Futtaim Group partners with over 200 of the world's most admired and innovative brands. Al-Futtaim Group's entrepreneurship and relentless customer focus enables the organization to continue to grow and expand; responding to the changing needs of our customers within the societies in which we operate.

By upholding our values of respect, excellence, collaboration and integrity; Al-Futtaim Group continues to enrich the lives and aspirations of our customers each and every day.

Overview of the role:

To manage the provision of high quality and sustainable administrative support to all AFET businesses.

What you will do:

  • Drive the smooth running of business operations and delivery of strategic objectives. Supports operations by supervising staff;
  • Monitor and ensure maintenance of the general housekeeping in the premises and control the office boys. Report on the activities to Admin Manager / Sr. Executive.
  • Monitor the Punch cards of Admin Staff / Workers and ensure attendance records are proper. Report on irregularities to the Sr. Executive / Admin. Manager.
  • Coordinate and facilitate arrangements for VIP visits, food for large pour, welfare activities, etc. on behalf of the Admin Department.
  • Follow up and ensure that pantry purchases are done monthly on time as per the requirements at all branches.
  • Coordinate with the Transport officer to ensure that drivers are assigned for Airport Trips, Hospital visits of employees, etc.
  • Assist all departments with office arrangements as required for smooth operations.
  • Ensure documents and posts are forwarded to various locations as per the requirements from various departments.
  • Maintain records of land, accommodation & guest houses rented, utility payments (telephone, electricity & water, etc.).
  • Prepare monthly telecommunication expenses report.
  • Submit weekly & monthly reports as per the monitoring sheets to Admin. Executive & Asst. Manager – Administration.
  • Maintain petty cash records and documentation. Ensure that invoices are processed on time for closing petty cash balance monthly before zero balance dates.
  • Prepare Business Card requisition and coordinate the printing, delivery, and issuance.
  • Follow up with suppliers for statements of accounts as required by the Accounts department.
  • Maintain Assets List and update records in the system. Prepare transfer notes, take necessary approvals and gate passes for materials transferred.
  • Collect mobile, SIM card & other company assets (camera) from employees going on vacation/cancel.
  • Follow-up & ensure maintenance of office equipment (photocopiers, attendance machines, fire fighting equipment, etc.) in coordination with the concerned department.
  • Adhere to the company QHSE policy at all times.
  • Report all QHSE incidents immediately and take necessary precautions.

Required Skills to be successful:

Job-Specific Skills:

  • Previous experience in Admin / Logistics / Transport.
  • Administration, Customer Service, Employee Relations, Human Resources.
  • Good communication and problem-solving skills.
  • Commercially astute to efficiently manage a multi-geography admin support team.
  • Excellent knowledge of administrative management.
  • Advanced communication and negotiation skills.
  • Ability to work proactively and maintain relationships.
  • Problem-solving and conflict-resolution skills.
  • Valid KSA Driving License.
  • Self-driven and strong individual with business acumen.
  • Good interpersonal skills and able to work with and engage a team.
  • Has initiative and a self-starter with minimal supervision.
  • Able to multi-task and handle work pressure well.
  • Maintain a working relationship and ability to work with all levels of people.

What equips you for the role:

Minimum Qualifications Certification and Knowledge:

  • Bachelor's Degree
  • Minimum 5-7 years of experience in the administrative field, preferably in engineering and construction.
  • Computer literacy in MS Office, Excel Spreadsheet, and Visio.
  • Excellent presentation skills.
  • Solution-oriented and service-focused.
  • Team player with strong analytical skills, able to contribute actively.

About Al-Futtaim Engineering & Technologies:

Al-Futtaim Engineering & Technologies offers customers complete engineering and systems integration solutions. The Engineering arm operates in the UAE, Qatar, Saudi Arabia, and Egypt providing a wide variety of products and services from air conditioning, scaffolding, and access solutions, elevators and escalators, control and life safety, facilities management, building products, MEP, Energy Management, Technology Infrastructure, and Digital Transformation.

The Technologies division provides complete business solutions to large, medium, and small customers that include contact centre solutions, business applications, business intelligence, data management, and advanced analytics, amongst others. The IT infrastructure portfolio comprises IP telephony, ELV systems, networking solutions, professional audio-visual solutions, and managed services. These solutions are further complemented by services that include project management, installation, testing, commissioning, and after-sales maintenance contracts.

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