Administration Assistant - Marks & Spencer

Job description / Role

Administration Assistant - Marks & Spencer (Landmark Mall) - Qatar

Marks & Spencer, part of Al Futtaim Retail, is a globally recognised retail brand offering stylish, high quality, great value clothing and home products as well as outstanding foods.

With 25 stores currently located across the GCC including locations in the UAE, Oman, Egypt, Bahrain, Kuwait and Qatar there is further growth planned with an additional four stores to open in 2013 to further strengthen this exciting brand within the Middle East market.

The Admin Assistant provides support to the Admin Team in providing management reports, Sales figures, Managing information relating to the staff in the store.

Requirements

* MIS (Store/RO) - Ensure that accurate information is provided to the Senior Admin Assistant to ensure they can meet reporting deadlines.
* Maintain data in the system to facilitate easy access to information when it is required.
* Maintain and update information relating to staff in the store.
* Liaise with the Regional Operations and HR Office.

Stock Control and Operations

* Support the Admin Department Manager / Team in conducting routine stock accuracy checks.
* Verify all bills from suppliers/contractors and get it approved by Store Manager and processed with Regional Office Accounts Team.
* Follow-up with suppliers for outstanding invoices and settle any outstanding payments
* Cash Office responsibilities including the following:
* Daily reconciliation of store takings & reports
* Banking/Foreign Exchange Store
* Petty Cash
* Tallying of safe fund daily
* Credit Card Reconciliation
* Ensure accurate reports are provided to Admin Management to enable commercial decisions.
* Help liaise and arrange the induction training for new staff on procedures -to plan & schedule induction training for newly recruited staff on the Admin procedures in the store.
* Ensuring  that the accuracy of stock received from the warehouse is accounted in the system
* Ensuring Periodic stock accuracy checks with commercial team's co coordination.
* Daily stock related adjustments and booking the new stock receipts, store to store transfers and RTW's (Return To Warehouse) in the system.
* Ordering of Stationary for the Store / Admin Team

The role of an Admin Assistant is to ensure the accurate recording of store data to Regional office. The environment can be pressured as many jobs within the function are time or date specific. The jobholder has to understand reporting procedures. The Job holder has to work closely with the regional office Finance department and understand their requirements, and time scales involved.

About the Company

Established in the 1930's, the Al-Futtaim Group initially operated as a trading enterprise. Rapid development throughout the 1940's and 50's saw it establish itself regionally as an integrated commercial, industrial and services organisation, positioning itself one of the leading business houses in the lower Gulf region. Today, it operates collectively over 40 companies bearing the Al-Futtaim name, dominates many market segments in the UAE, and has expanded its sphere of operation to include Bahrain, Kuwait, Qatar, Oman and Egypt.

The Group comprises a diverse range of strategically positioned operating subsidiaries and associate companies, structured to give the Al-Futtaim Group the flexibility and versatility to keep ahead of local competition while keeping pace with the ever-evolving global business scenario. The Groups continued investment in world-class systems technology is clear evidence of its commitment to maintain leading edge performance and service delivery.

The success of the Al-Futtaim Group can be attributed to a business approach that combines the ability to change with the traditional values of integrity, service and social responsibility that define its core business philosophy. This, linked with the Groups belief in decentralisation, gives the heads of the operating companies a high degree of functional autonomy and authority, providing the Group with essential flexibility, and individual employees a clearly defined work culture and sense of responsibility.