AF25818 - Admin Assistant - facility department | Retail | Riyadh , KSA

Department: Al Firdouse Gulf Arabian
Country: Saudi Arabia
Location: Riyadh | Saudi Arabia
Closing Date: 13-Apr-2017

Established in the 1930s as a trading business, Al-Futtaim is one of the most progressive regional business houses headquartered in Dubai, United Arab Emirates.

Al-Futtaim employs in excess of 44,000 people, operates through more than 200 companies and represents more than 225 international brands across industries as diverse as retail and wholesale trading, distribution, real estate development, leisure and hospitality, insurance and financial services. The group has significantly expanded its business operations in recent years through a strategic acquisition plan and has entered a number of new territories, increasing its footprint beyond the GCC and Greater Middle East to encompass Africa, South East and North Asia, Australasia, East Africa and Europe.

Entrepreneurship and rigorous customer focus has enabled Al-Futtaim to grow its business by responding to the changing needs of the customers and societies in which it operates. Al-Futtaim is committed to offering customers an unrivalled choice of the world’s best brands with exceptional standards of customer service and after sales support.

Structured into four operational divisions; automotive, financial services, real estate and retail, Al-Futtaim maintains a decentralised approach, giving individual businesses flexibility and versatility to maintain a competitive stance. This benefits employees, providing a clearly defined work culture where individuals are empowered with authority and responsibility for their work.

The success of Al-Futtaim is attributed to proactively managing change whilst upholding the values of integrity, service and social responsibility. The majority of businesses, built on a portfolio of world leading brands, dominate their sector.


The foundation of Al-Futtaim’s retail network was established in the early 1990s with the launch of the internationally renowned and popular IKEA, Marks & Spencer, Toys R Us and ACE franchises in the UAE.

Representing some of the world’s most popular international brands, Al-Futtaim’s retail network extends throughout the UAE, GCC and North Africa and has a significant presence in Singapore and Malaysia following the acquisition of The Robinson Group in 2008.

In 2012, Al-Futtaim acquired a shareholding in Royal Sporting House, which is active in distribution, direct retail stores and shop-in-shops. The Singapore-based fashion, sports and lifestyle retail giant has 600 stores and many additional points of sale are spread around the world with over 399 in South East Asia, over 74 in the Middle East and over 126 in the South Pacific region.

  • 837 stores in 18 countries
  • Occupies 5.6 million sq. ft. of retail space
  • 13,000 employees
  • Serves 30 million customers each year
about the Role: As an admin assistant- Facilities will assist Facilities Manager and Facilities Supervisor in their day to day operations, working as a share assistant among pool of facilities stakeholders. The role is to plan & coordinate in making Purchase Orders, Tracking documents, Contracts, Periodic Maintenance, Budget Preparation, and Asset Registration and in other various activities in Facilities Management Department.
about the position:
  • Raising purchase orders (PO’s) for Contractor/Supplier’s & keep tracking of that purchase order 
  • Continuously correspondence with contractor’s through email/telephone to know the status of on-going work 
  • Gettinginvoices, job completions & statement of account from the service providers/ contractors to process the payment on time 
  • Administer, monitor and evaluate all the support documents provided by contractor’s for Periodic Preventive Maintenance work (PPM) 
  • Will Follow up finance department for releasing contractor due payment on time so must have strong financial knowledge  
  • Making Agreements, Correspondence with Contractor’s for on-going, addendum or new agreements and give standard shape as per Alfuttaim SOP
  • Assist & cooperate with Facilities-Manager’s, Facilities Supervisors and all stakeholders in facilities Maintenance activities  
  • Must be skillful in administrative activities involving purchase of equipment’s, maintenance of procurement, housekeeping, safety, security, etc. 
  • Planning and preparing monthly reports pertaining to finance required for maintaining office infrastructure and facilities. 
  • Event Management, organizing meetings, conferences, for contractor’s internal employees & foreign delegates 
  • Liasioning and coordinating with various departments within the corporate office and all branch offices 
  • Actively participate in the Leadership Team for Strategic Business Planning, implementation, client interaction etc 
  • Specialized in handling back office operations, inter-office correspondence, confidential mails, quotations, monthly billing, cheques, etc
about You:

To be success for this role you must have at least three years Hands-on experience as an Admin in a retail background in KSA and a total of 5 years’ experience as an admin, must be degree educated, Facilities Management related certification and education will definility be a plus.


  • Strong computer skills, Must have work on SAP, ORACLE etc. 
  • Strong technical awareness 
  • Overview of building services 
  • Excellent communication skills both written & oral 
  • Problem solving. 
  • Good interpersonal skills.
Note: you will be required to attach the following: 1. Resume/CV
Al-Futtaim offers highly engaging and supportive work environments in a culture that values, recognises and rewards quality performance.