Office Manager - Automotive Management

Job description / Role

Overview of the role:

The Office Manager will serve as the Executive Assistant to the Managing Director (MD) of BYD KSA while overseeing all administrative functions to ensure smooth office operations. This role is pivotal in managing executive support, coordinating office activities, and supervising support staff, including drivers and cleaners. The ideal candidate will be highly organized, proactive, and capable of handling a fast-paced work environment.

What you will do:

• Executive Support:
  • Provide high-level administrative support to the MD, including calendar management, meeting coordination, and travel arrangements.
  • Prepare reports, presentations, and correspondence on behalf of the MD as required.
  • Handle confidential documents and information with discretion.
  • Act as the primary point of contact for internal and external stakeholders interacting with the MD.
  • Support leadership team meetings by preparing agendas, taking minutes, and following up on action items.
• Office Administration:
  • Oversee daily office operations, ensuring an efficient and professional work environment.
  • Manage office supplies, procurement, and inventory control.
  • Supervise office support staff, including drivers, cleaners, and administrative personnel.
  • Liaise with facility management for office maintenance, security, and vendor management.
  • Coordinate IT and office equipment support to ensure smooth operations.
• Financial & Procurement Oversight:
  • Assist in budget preparation and monitor office-related expenses.
  • Coordinate procurement of office-related goods and services, ensuring cost-effectiveness.
  • Process invoices, expense reports, and petty cash management.

Required skills to be successful:

• Fluent in Arabic and English, both written and spoken.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Strong organizational and multitasking abilities, excellent communication skills, and a proactive approach to problem-solving.
• Familiarity with office administration best practices, vendor management, and basic financial processes.

About the Team:

The Office Manager will be reporting directly to the Managing Director. You will be part of a growing and dynamic team in the electric vehicle (EV) sector and will work closely with senior leadership in a strategic and high-impact role.

What equips you for the role:

• Bachelor's degree in business administration, management, or a related field.
• Minimum of 5 years in an administrative or office management role, with at least 2 years supporting senior executives. Experience in the automotive or related industries is a plus.
• Strong organizational and multitasking abilities.
• Familiarity with office administration best practices.
• Vendor management.
• Basic financial processes.

About Al-Futtaim Automotive:

A major division of the UAE-based Al-Futtaim Group of companies, Al-Futtaim Automotive is an industry leader with presence in 10 countries across the Middle East, Asia, and Africa. Our core business activities at Al-Futtaim Automotive include distribution, manufacturing, leasing, and aftersales, and we are firmly established as the regional representative of some of the world's most iconic automotive brands: Toyota, Lexus, Honda, Jeep, Chrysler, Dodge, Volvo, and RAM.

We are driven by a customer-centric approach, constantly pushing the boundaries on innovation, quality standards, and value-added service across our vast universe of customers - right from motoring enthusiasts to fleet operators to contractors. Our mission is to become the leader in custom-made mobility solutions by delivering nothing less than world-class omni-channel experiences.

We channel our local expertise and global trust to deliver one of the most comprehensive portfolios of mobility products and solutions, from passenger cars to SUVs, electric vehicles to high-performance motorbikes, commercial vehicles to industrial and construction equipment. What keeps the company moving forward is a 9000-member strong team, with inspiring possibilities for growth throughout the career path. This is Al-Futtaim Automotive and we empower talent to move forward.

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.