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Office Manager | Dubai Festival Plaza | AFGRE | UAE

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Date: 02-Jan-2019

Location: AE

Company: Al Futtaim Private Company LLC

Job Requisition ID: [[32522]] 

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.

Job Title:                             Office Manager

Reports to:                          Sr. Operations Manager

Department:                        Mall Management

Location:                             Dubai Festival Plaza (DFP), Jebel Ali, Dubai UAE

 

JOB PURPOSE

The main purpose of the job is to organise and coordinate office operations and procedures and ensure all procurements for all departments at the mall are done as per company policy and procedures and existing DOA. Coordination with internal departments of Festival Plaza for procurement of mall requirements, oversight of Customer Services, and day to day administration. In addition, the person will be responsible for providing a high level of organisation and administration support to the management of the Festival and other internal customers. This includes maintaining office records, supervising administrative staff and preparing management reports.

 

KEY ACCOUNTABILITIES:

SAP Administration – Procurement for Festival Plaza:

  • Liaise with different departments and procurement team for purchase for Festival Plaza requirements.
  • Coordinate with Mall Operations Department to raise work orders, obtain quotes in liaison with procurement team and obtain approvals as per the DOA.
  • Raise local purchase orders for mall procurement relating to Mall Operations (including Civil, Mechanical, Tenant Support Team and Task Force Team), Security, Housekeeping, Tenant Coordination, Engineering, Customer Service, Specialty Leasing, and Major Events, Work Orders raised by Facilities Management and General Office purchases.
  • Coordination with Finance team for timely release of LPOs and coordinate with to vendors to carry out related jobs.
  • Verification of job completion or delivery of goods as per LPOs raised and process invoices to Finance for timely payments to vendors.

 

Tenant Coordination:

  • Correspondence to tenants in a timely manner regarding mall events, gift cards, mall timings, operational policies and procedures, tenant compliance, etc.
  • Arranging retailer meetings in coordination with managers of Festival Plaza.
  • Tracking of stores who are to cease trading in coordination with Leasing Team.  Coordinate with tenants for hoarding installation upon store closure and submission of store closure report to Senior Management and Finance Department on weekly basis.
  • Coordinate with tenants for reimbursement of gift vouchers.

 

Supervision of Administrative Staff:

  • Supervise office support staff by assigning work, monitoring and supervising the day to day delivery and quality standards of the work.
  • Delegate responsibilities among the administrative staff to ensure proper allocation of work load.
  • Train staff in the use of automated systems and word processing softwares and trouble shoot problems.
  • Evaluate staff performance, carry out appraisals and manage performance.
  • Ensuring adequate staff levels to cover for absences and peaks in workload.
  • Coach and discipline staff.
  • Providing team members with advice and guidance on day to day work issues.
  • Actively monitor attendances and absence.

 

Supervision of Customer Service Staff:

  • Review daily operations and ensure Customer Service team is adhering to proper policies/procedures.
  • Organize and set the operational deployment of staff in the Customer Service area.
  • Oversee and manage the gift card program.  Send monthly reports to the Asset Manager/Regional team.
  • Evaluate staff performance, carry out appraisals and manage performance.
  • Ensuring adequate staff levels to cover for absences and peaks in workload.
  • Coach and discipline staff.
  • Providing team members with advice and guidance on day to day work issues.
  • Actively monitor attendances and absence.

 

Internal Coordination:

  • Assist the Department Heads in the development and implementation of process & procedures and serves as a point of contact to resolve issues pertaining to Mall Operations and Customer Service Departments.
  • Develops operating procedures, forms and systems. Plans, develops and facilitates changes in procedures, forms and practices, work flows, personnel assignments and practices.
  • Approvals & verification of completed jobs and payment processing.
  • Responsible for raising LPOs for vendors and coordination with finance on processing of payment.
  • Coordination with centralised procurement on bulk procurement for Festival Plaza including management offices.
  • Ensuring stock levels of office equipment’s are maintained within best value practices.
  • Ensuring petty cash processes and issuance are maintained, in line with procedures.
  • Design filing system and ensure these systems are up to date.
  • Recording office expenditure and maintaining the budget.
  • Draft processes in coordination with different departments to map out processes and controls in coordination with Finance.
  • Maintain summary of DEWA consumption details on monthly basis for Festival Plaza.

     

Office Management:

  • Responsible for the upkeep and maintenance of the entire premises of the Festival Plaza Management Office.
  • Responsible for office set ups including IT, telecon and orientation meetings with Sr. Management for new joiners.
  • Responsible for renewal of trade licenses for Festival Plaza and Community Centre.  Processing payments to Government authorities to ensure timely renewal of the licenses before the expiry.
  • Maintaining files for all vendors and agreements / office correspondence as well as maintaining audit reports, legal reports and registration of agreements.
  • Maintaining the condition of the Festival Plaza management Office as per DFP standards and arranging for necessary repairs as & when required.
  • Good standards of housekeeping are maintained at all times.
  • Plan and implement office systems, layout and equipment for maximum utilisation of space.
  • Upkeep and periodic checks of store room facilities to ensure stocks are properly stored for easy retrieving purpose.
  • Coordinate and organise office refurbishments in relation to various vendors and operations department for the smooth functioning of the team members.

 

Management Reporting:

  • Collection and compilation of sales turnover report from 358 trading retailers of the mall on monthly basis for presentation to the Sr. Management.
  • Monthly submission of details to Finance to bill tenants who are on turnover rent.
  • Preparation of petty cash statements for reimbursements to Finance Department on monthly basis.
  • Prepare and deliver ad hoc reports and presentations as and when required.
  • Prepare foot traffic report on weekly basis for submission to stakeholders.
  • Preparation of Festival Plaza monthly reports for presentation to the Senior Management.

 

Foot Traffic Report:

  • Compilation of weekly foot traffic report for Zone 8 and Zone 4.
  • Reporting taxi, abra, valet and shuttle counts on a weekly basis.
  • Data entering of all above mentioned traffic counts in BI/BO system on a weekly basis which is integrated with SAP and can be reviewed by various departments at AFGRE.
  • Prepare traffic comparison reports during marketing events, DSF, DSS, Ramadan, Eid Al Fitr, Eid Al Adha and Festive Season to determine footfall trends in the mall.
  • Trained as the super user of the new people counting system (Shoppertrak) to compile foot traffic counts for presentation to Sr. Management.

 

Graphic Installation:

  • Responsible for installation of hoarding in coordination with the contractor and Operations Team for closed units in the mall.
  • Coordinate with Marketing for quotations to install graphics.
  • Coordinate with Marketing to create artwork for installation.
  • Raise LPOs for hoarding and graphic installation for respective vendors.
  • Organise, issue and approve job requests to respective vendors to ensure hoarding and graphic installation is completed. 
  • Upon completion of job, verification of invoices and processing to Finance for timely payments.

 

JOB CONTEXT:

The role is required to contribute to the provision of quality services by providing high level of tenant coordination and administrative services in a professional and efficient manner which will reflect the company’s reputation in the shopping centre industry. 

 

QUALIFICATIONS, EXPERIENCE, & SKILLS:

Minimum Qualifications and Knowledge:

  • University Graduate in any discipline
  • Fluent in English
  • Knowledge of office administration

 

Minimum Experience:

  • 3-5 years’ relevant experience in Tenant Coordination or Mall Operations and office management with supervision in a large or medium size organization.

 

Job-Specific Skills:

  • Demonstrated ability to identify problems within an office and to develop feasible solutions
  • Computer skills including spreadsheets and word processing programs and email at a highly proficient level
  • Attention to detail and high level of accuracy
  • Analytical and problem solving skills
  • Effective written, verbal and listening communication skills
  • Team building skills
  • Stress and time management skills
  • Excellent interpersonal skills
  • Good negotiation and decision making skills
  • Ability to multi task
  • Excellent interpersonal skills

 

Behavioural Competencies:

  • Be honest and trustworthy
  • Be respectful, possesses cultural sensitivity and awareness
  • Demonstrates sound work ethics
  • Be flexible
  • Proactive, punctual and reliable
  • Ethical behaviour

 

Ref: NS

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