Administrative Executive

Job Requisition ID: 182328 About Al-Futtaim Established in the 1930s, Al-Futtaim is one of the most diversified and progressive privately held regional businesses, headquartered in Dubai. Operating across more than 20 countries, the Group spans automotive, financial services, real estate, retail and health. With more than 40,000 employees, Al-Futtaim represents over 200 of the world’s most recognised brands, including Toyota, Lexus, IKEA, ACE and Marks & Spencer. Driven by its purpose to enrich lives and elevate communities, Al-Futtaim focuses on digital innovation, AI, sustainable growth and strategic partnerships, creating long-term value for customers, communities and partners while building a responsible legacy for future generations. Overview Of The Role: - The Admin Assistant role is crucial in providing structured administrative, coordination, and support functions across RSD facilities and project activities within KSA. This position involves maintaining accurate records and trackers, supporting procurement processes, and monitoring contracts and statutory renewals. The role is essential for ensuring effective follow-up in store openings, closures, and handovers, working closely with various teams including the Country RSD Manager, Facilities Supervisors, Project teams, Store Operations, Procurement, Finance, vendors, service providers, and mall management. Success in this role requires high attention to detail, confidentiality, time management, and the ability to manage multiple priorities. What You Will Do: Planning, PPM and Reactive Maintenance - Maintain the annual Planned Preventive Maintenance (PPM) schedule in line with approved facilities contracts and monitor completion status. - Manage reactive maintenance (RM) and job-order trackers based on store requirements and priorities. - Coordinate work permits and access with stores, malls, and service providers. - Collect completion reports and confirmations before processing service completion and payment documentation. Tracking, Monitoring and Document Control - Maintain up-to-date trackers for job orders, cost proposals, and attendance records. - Organize electronic filing and document-control system for quotations, approvals, POs, invoices, reports, permits, contracts, and correspondence. - Follow up with Facilities Supervisors, stores, and vendors to close outstanding documentation. - Ensure data accuracy, version control, confidentiality, and retrieval of records. Procurement and Vendor Coordination - Support vendor registration and prequalification by tracking required documents. - Coordinate requests for quotations and procurement documentation. - Prepare and track purchase requisitions and follow up until issuance. - Track vendor invoices, payment status, and resolve documentation gaps with Finance and vendors. Contract and Service Provider Administration - Maintain a contract and AMC register covering scope, vendor, value, and renewal date. - Monitor contract expiry dates and coordinate renewal documentation. - Collect monthly attendance sheets and service reports in accordance with service-provider contracts. - Coordinate third-party vendors for site surveys, quotations, and scope definition where not covered under AMC. - Distribute and collect stakeholder satisfaction surveys and maintain logs. Statutory Certificates, Permits and Compliance Tracking - Maintain Civil Defence, Trading License, permit, and other statutory renewal trackers. - Notify stakeholders of upcoming expiries and ensure renewal evidence is filed. - Maintain approved vendor compliance documents. Projects, Store Openings, Relocations and Closures - Provide administrative support for store openings, closures, and handovers. - Maintain project and handover trackers, document registers, and close-out records. - Coordinate documentation with mall management, stores, and contractors. - Collect and archive approved drawings, warranties, and completion certificates. Finance, Budget and Asset Administration - Maintain monthly spend trackers against annual budgets. - Support annual budget preparation through historical spend records. - Support asset registration, transfer, and disposal documentation. - Reconcile PO, invoice, completion, and payment records. Reporting and Performance Dashboards - Prepare weekly and monthly management reports on facilities activities. - Maintain dashboards and action trackers with target dates and status. - Highlight overdue actions, budget variances, and operational risks. Required Skills To Be Successful: - Document control and tender coordination experience. - Strong communication skills in both Arabic and English. - Excellent time management and organizational abilities. - Technical awareness and problem-solving skills in related tasks. What Qualifies You For The Role: - Diploma or Bachelor's degree in Business Administration or related discipline. - 3-5 years of relevant experience in facilities administrati

Diploma or Bachelor's degree in Business Administration or related discipline. 3-5 years of relevant experience in facilities administration.

Planning, PPM and Reactive Maintenance: Maintain the annual Planned Preventive Maintenance (PPM) schedule in line with approved facilities contracts and monitor completion status. Manage reactive maintenance (RM) and job-order trackers based on store requirements and priorities. Coordinate work permits and access with stores, malls, and service providers. Collect completion reports and confirmations before processing service completion and payment documentation. Tracking, Monitoring and Document Control: Maintain up-to-date trackers for job orders, cost proposals, and attendance records. Organize electronic filing and document-control system for quotations, approvals, POs, invoices, reports, permits, contracts, and correspondence. Follow up with Facilities Supervisors, stores, and vendors to close outstanding documentation. Ensure data accuracy, version control, confidentiality, and retrieval of records. Procurement and Vendor Coordination: Support vendor registration and prequalification by tracking required documents. Coordinate requests for quotations and procurement documentation. Prepare and track purchase requisitions and follow up until issuance. Track vendor invoices, payment status, and resolve documentation gaps with Finance and vendors. Contract and Service Provider Administration: Maintain a contract and AMC register covering scope, vendor, value, and renewal date. Monitor contract expiry dates and coordinate renewal documentation. Collect monthly attendance sheets and service reports in accordance with service-provider contracts. Coordinate third-party vendors for site surveys, quotations, and scope definition where not covered under AMC. Distribute and collect stakeholder satisfaction surveys and maintain logs. Statutory Certificates, Permits and Compliance Tracking: Maintain Civil Defence, Trading License, permit, and other statutory renewal trackers. Notify stakeholders of upcoming expiries and ensure renewal evidence is filed. Maintain approved vendor compliance documents. Projects, Store Openings, Relocations and Closures: Provide administrative support for store openings, closures, and handovers. Maintain project and handover trackers, document registers, and close-out records. Coordinate documentation with mall management, stores, and contractors. Collect and archive approved drawings, warranties, and completion certificates. Finance, Budget and Asset Administration: Maintain monthly spend trackers against annual budgets. Support annual budget preparation through historical spend records. Support asset registration, transfer, and disposal documentation. Reconcile PO, invoice, completion, and payment records. Reporting and Performance Dashboards: Prepare weekly and monthly management reports on facilities activities. Maintain dashboards and action trackers with target dates and status. Highlight overdue actions, budget variances, and operational risks. Required Skills To Be Successful: Document control and tender coordination experience. Strong communication skills in both Arabic and English. Excellent time management and organizational abilities. Technical awareness and problem-solving skills in related tasks.