Admin Executive

Job description / Role

About Al-Futtaim Group

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 divisionsu2014automotive, financial services, real estate, retail, and healthcareu2014employing 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

The Admin Executive will assist the Administration Department in coordinating administrative functions related to data and property management, office maintenance, physical asset management, and other related duties. The role demands maintaining strong relationships with internal and external stakeholders and ensuring all administrative duties are performed efficiently. Success in this role involves attention to detail, organizational skills, and the ability to manage multiple tasks simultaneously while adhering to company policies and standards.

What You Will Do

Property Management

• Assist in preparing the necessary documentation for renewal of leases for offices, camps, warehouses, and showrooms and release of payments.
• Ensure all lease agreements are created in REFX and properly tracked.
• Ensure leases are attested as per the requirements of the Kingdom.
• Ensure premises are maintained as per approved standards and assist with furnishing, refurbishments, and movement of locations.

Data Management

• Ensure all administrative data is consistently updated, error-free, and securely managed.
• Prepare and deliver accurate monthly reports on key administrative metrics and compliance indicators.

Office Maintenance

• Ensure all office premises are maintained to the highest standards, including regular inspections, timely repairs, and upkeep of facilities.
• Ensure all office premises meet the highest hygiene standards.
• Coordinate and renew Annual Maintenance Contracts (AMCs) for critical office systems while ensuring cost-efficiency and compliance.
• Oversee vendor coordination and performance monitoring.

Physical Asset Management

• Maintain and update asset list of all business assets, IT equipment, furniture, and white goods.
• Monitor and document the movement of assets.
• Ensure inventory lists are always up to date and conduct yearly inventory assessments.

Other Admin Duties

• Create PRs for all services managed by the HR and Admin Department and verify invoices for payment.
• Ensure timely payment of utilities and telecommunications to avoid service interruptions.
• Maintain a tracker for record-keeping and analysis.
• Monitor stock levels and maintain records for stationery and cafeteria supplies.
• Coordinate replenishment based on consumption trends and business needs.

Fleet & Vehicle Management

• Maintain company vehicle records (registration, insurance, lease agreements, servicing, etc.).
• Schedule regular maintenance, repairs, and inspections.
• Track fuel usage, mileage, and vehicle performance.
• Coordinate with drivers for vehicle availability and assignments.
• Ensure all transportation activities comply with company policies and government regulations.
• Monitor transportation expenses and support cost optimization initiatives.
• Prepare periodic reports on vehicle usage, fuel consumption, and delivery efficiency.

Required Skills to Be Successful

• Organizational and systematic ability to manage multiple tasks simultaneously.
• Attention to detail ensuring accuracy in data management and reporting.
• Strong communication skills for effective collaboration with stakeholders.
• Team player with a positive attitude and ability to work collaboratively.

What Equips You for the Role

• Bachelor's degree in Business Administration, Facilities Management, or a related field.
• Proficiency in MS Office applications, especially Word and Excel.
• Minimum 2-3 years of experience in administration or a related field.
• Experience in managing office maintenance, lease agreements, fleet management, and asset tracking is preferred.

About Al-Futtaim Contracting

Al-Futtaim Contracting 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.