Ref: HP698-13131

Job description / Role

Employment: Full Time

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:
- To assist the Line Manager with organizing all communication and correspondence documentation to facilitate project work and other administrative functions.

What you will do:
- To monitor and ensure maintenance of the general housekeeping in the premises and to control the office boys. Report on the activities to Admin Manager/ Sr. Executive.
- Monitor the Punch cards of Admin Staff/Workers and ensure attendance records are proper. Report on irregularities to the Sr. Executive/ Admin. Manager.
- 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.
- Coordinate with Transport officer to see that drivers are assigned for Airport Trips, Hospital visits of employees etc.
- Coordinating with all departments and assisting in dept. requirements on any office arrangements as required for smooth operations
- Coordinate to ensure documents and posts are forwarded to various locations as per the requirements from various departments
- To monitor and ensure maintenance of the general housekeeping in the premises and to control the office boys. Report on the activities to Admin Manager/ Sr. Executive.
- Responsible to maintain records of land, accommodation & Guest houses rented, Utility Payments (Telephone, Electricity & Water etc.) etc.
- Prepares monthly telecommunication expenses report.
- To submit weekly & monthly reports as per the monitoring sheets to Admin. Executive & Asst. Manager - Administration
- Maintaining Petty cash records and documentation. Ensure that invoices are processed on time for closing petty cash balance monthly before zero balance dates.
- Prepare Business Card requisition and coordinate the printing, delivery and issuance.
- Follow up with supplier for statement of accounts as required by Accounts department.
- 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 dept.
- Follow up with supplier for statement of accounts as required by Accounts department.
- Adhere to the company QHSE policy at all times.
- Report All QHSE incidents immediately and take necessary precautions.


Required Skills to be successful

Job-Specific Skills:
- Excellent Excel skills
- Interpersonal and communication skills
- Communication skills, documentation
- Perseverance and hardworking nature
- Problem-Solving and conflict-resolution skills

What equips you for the role:

- Graduate with Computer knowledge

Minimum Experience and Knowledge:
- Graduate with minimum 5 - 7 years of experience in Secretarial role

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.

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