Senior Admin Executive

Job description / Role

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 :

Senior Admin Executive will provide general assistance in the administration outdoor functions and provide general support to staff in completing transactions with private/governmental authorities across Qatar.

What you will do :
- Timely settlement of traffic fines and escalate any delays in case employee needs to personally settle.
- Timely process of vehicles' registration renewal to ensure no clocks on traffic files. Provide monthly details of vehicles renewed to vehicle management team for master record updating.
- Maintain monthly log of vehicle km, maintenance schedule, follow up with garage for timely completion of repairs, return of vehicle etc.
- Ensure all transactions with governments are completed and assistance needed provided to E&T businesses.
- Monitor utilities & telecom bills and process for payment after obtaining necessary approvals.
- Responsible for visiting all governmental authorities to support business with tasks linked with Police authorities, Municipalities, Airports, Federal Government, Banks, Embassies, Courts, etc.
- Responsible for visiting landlords and submitting rental cheques and leases during renewal. Attest leases with concerned authorities etc. Assist in handing over of premises on lease termination.
- Laise with group registration team and provide necessary documents like CCTV certificate, Qatar Civil Defense certificate, AMC contracts etc and ensure renewal in time.
- Responsible for supporting in the day-to-day office administration tasks such as typing letters for government authorities, renewing PO Boxes of E&T companies. Handle governmental work of Senior Managers when needed.
- Ensure that OT inputs, leave forms are received from Operations/ projects and sent to the HRSS team for processing timely. Ensure that staff residence IDs are renewed timely. Follow up for PDR, probation closure and ensure tabulation. Support the Jr. HRBP with reports, presentation, other areas assigned etc.

Requirements

Required skills to be successful :
- Good English & Arabic communication skills
- MS Office and other computer skills, good knowledge in online portals
- Team player with good relationship with government authorities

What equips you for the role :
- Bachelor's degree in relevant discipline
- 5+ years of experience in HR & Administration background in Qatar

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.

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.