Admin Executive | AF Engineering | Jeddah

Job Requisition ID: 36492 

No two days are the same at Al-Futtaim, no matter what role you have. Our work is driven by the desire to make a difference and to have a meaningful impact with the goal of enriching everyday lives. Take our engaging and supportive work environment and couple it with a company culture that recognises and rewards quality performance, and what do you get? The chance to push the limits every single day.

As a humble family business that started on the banks of the Dubai Creek in the 1930s, Al-Futtaim has expanded to a presence in 31 countries, a portfolio of over 200 companies, and 42,000 employees. You’ll find us in industries ranging from automotive and retail, to finance and real estate, and connecting people with international names like Lexus, Ikea, Robinsons, and Adidas. Our team is proudly multicultural and multinational because that kind of diverse representation gives us the global mindset to grow and impact the people, markets, and trends around us.

Come join us to live well, work better, and be the best.

ROLE PURPOSE:

To be responsible for organizing all communication and correspondence documentation to facilitate project work and other administrative functions.

KEY RESPONSIBILITIES:

Office Management:

• To monitor and ensure maintenance of the general housekeeping in the premises and to control the office boys. Report on the activities to HRBP.
• Monitor the Punch cards of Admin Staff/Workers and ensure attendance records are proper. Report on irregularities to the HRBP.
• 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. Maintaining Petty cash records and documentation. Ensure that invoices are processed on time for closing petty cash balance monthly before zero balance dates.
• Coordinate to ensure documents and posts are forwarded to various locations as per the requirements from various departments
• Prepare Business Card requisition and coordinate the printing, delivery and issuance.
• Follow up with supplier for statement of accounts as required by Accounts department.

Fleet Management:

• Coordinate with Transport coordinator to for Airport Trips, Hospital visits of employees etc.
• Ensure that transportation fleet well maintained, insured and licenced.
• Ensure that all company vehicles drivers registered in TAM system, GPS tracker and fuel tag installed in their vehicles.
• Provide a details report about fuel consumption, fleet tracking, traffic violations with the concerned departments

Camp Administration:

• Responsible to follow up with the camps, accommodation & Guest houses contracts, operation and rent.
• Responsible to maintain records of Camps, accommodation & Guest houses assets, Utility Payments (Telephone, Electricity & Water etc.) etc.
• Resolve labour camp issues and ensure a good service provided to the tents.

Telecommunication and IT:

• Prepares monthly telecommunication expenses report and submit weekly & monthly reports as per the monitoring sheets to HRBP and GM , PD and head of the departments.
• 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 departments.

PERSON SPECIFIC:

Education:

Business Administration or Management degree from any recognized universities.

Minimum Experience and Knowledge: 

1. Candidates must have a minimum of 5-7 years of in Admin function experience working in KSA.
2. Communication Skills
3. Team Player
4. Negotiation skills

Job-Specific Skills:

1. Experience in Microsoft Office Word, Excel & Power point 

We’re here to provide excellent service but a little help from you can ensure a five-star candidate experience from start to finish.

Before you click “apply”: Please read the job description carefully to ensure you can confidently demonstrate why this opportunity is right for you and take the time to put together a well-crafted and personalised CV to further boost your visibility. Our global Talent Acquisition team members are all assigned to specific businesses to ensure that we make the best matches between talent and opportunities. We not only consider the requisite compatibility of skills and behaviours, but also how candidates align with our Values of Respect, Integrity, Collaboration, and Excellence.

As part of our candidate experience promise, we also want to make ourselves available to you throughout the application process. We make every effort to review and respond to every application.