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
Are you ready to drive your career forward in the automotive industry? We're seeking a competent and performance-driven Admin Executive to join our Toyota & Lexus team in Dubai. As an integral part of our team, you'll be responsible for various administrative tasks essential for smooth operations at our location.

As Admin Executive, your primary focus will be on performing assigned administrative tasks, including facility maintenance, office supplies management, supervision of outsourced staff, and coordination with third-party vendors.

What You Will Do
- Direct supervision of outsourced staff to ensure efficient work allocation and performance management.
- Monitoring and tracking of office stationary and pantry supplies, preventing overspending or shortages.
- Supporting the smooth conducting of AFM Brand standards audits.
- Regular facility inspections and coordination of maintenance requirements.
- Handling Fixed Assets including Capex Requests, planning, and maintenance.
- Coordinating with third-party vendors for supplies and managing Ariba PR & PO related activities.
- Supporting the maintenance of demo fleets and fixed assets.
- Assisting with monthly marketing campaigns and administration activities.
- Arranging various RTA related requirements for smooth car registrations.
- Coordinating with AFSS for verification of various invoices/bills.
- Supporting showroom staff with monthly submissions like overtime, trip allowance, and time sheets.

Requirements

Required Skills for Success
- 2-3 years of administration and coordination experience, preferably within the automotive industry.
- Proficiency in MS Excel & PowerPoint.
- Strong planning and organizing skills with excellent attention to detail.
- Excellent communication skills.

About the Team
You'll report to the Sales Support Team Leader and coordinate closely with the Sales Team on a daily basis.

What Equips You for the Role:
- Proficient in SAP.
- MS Office proficiency, especially MS Excel.
- Excellent communication and interpersonal skills.
- Efficient coordination of day-to-day retail operation activities.
- Customer-oriented with strong decision-making and problem-solving abilities.
- Ability to work under pressure and withstand high levels of stress.
- Well-organized with the capability to multitask and handle multiple stakeholder requirements.

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 & 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.