Admin Executive | Al Futtaim Engineering | Administration

Date: 5 Apr 2024

Location: SA

Company: Al Futtaim Private Company LLC

Job Requisition ID: 158807 

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. To
drive the smooth running of business operations and delivery of strategic objectives. Supports operations by supervising staff;
planning, organizing, and implementing administrative systems.


What you will do:

•    To monitor and ensure maintenance of the general housekeeping in the premises and to 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 the arrangements for VIP visits, Food for large pour, welfare activities etc. on behalf of Admin Department.
•    Follow up and see that pantry purchases are done monthly on time as per the requirement at all branches.
•    Coordinate with Transport officer to see that drivers are assigned for Airport Trips, Hospital visits of employees etc.
•    Coordinating with all departments and assisting in dept. requirements on any office arrangements as required for smooth operations
•    Coordinate to ensure documents and posts are forwarded to various locations as per the requirements from various departments
•    To monitor and ensure maintenance of the general housekeeping in the premises and to control the office boys. Report on the activities to Admin Manager/ Sr. Executive.
•    Responsible to maintain records of land, accommodation & Guest houses rented, Utility Payments (Telephone, Electricity & Water etc.) etc.
•    Prepares monthly telecommunication expenses report.
•    To submit weekly & monthly reports as per the monitoring sheets to Admin. Executive & Asst. Manager – Administration
•    Maintaining 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 supplier for statement of accounts as required by 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) etc. while employee going on vacation / cancel.
•    Follow-up & ensure maintenance of the office equipment (Photocopiers/Attendance Machines/ Fire Fighting Equipment etc.) in coordination with concerned dept.
•    Follow up with supplier for statement of accounts as required by Accounts 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.
 Commercial Astute to efficiently manage 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


Behavioural Competencies :
 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 within minimal supervision
 Able to multi-task and take 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 Administrative field, preferrably in engineering and construction field.
 Computer literacy in MS Office, Excel Spreadsheet and Visio
 Excellent presentation skills
 Financial Acumen.
 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, 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.