Admin Executive – Al Futtaim Private Company (LLC)
Job Description
Bachelor’s Degree.
Minimum 5-7 years of experience in Administrative field, preferrably in engineering and construction field.
Computer literacy in MS Office, Excel Spreadsheet and Visio
Excellent presentation skills
Financial Acumen.
Solution Oriented and Service Focused.
Team player with strong analytical skills, able to contribute actively.
Responsibilities
To manage the provision of high quality and sustainable administrative support to all AFET businesses. To drive the smooth running of business operations and delivery of strategic objectives. Supports operations by supervising staff, planning, organizing, and implementing administrative systems. Role:-
- 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.
Desired Candidate Profile
- Bachelor’s Degree.
- Minimum 5-7 years of experience in Administrative field, preferrably in engineering and construction field.
- Computer literacy in MS Office, Excel Spreadsheet and Visio
- Excellent presentation skills
- Financial Acumen.
- Solution Oriented and Service Focused.
- Team player with strong analytical skills, able to contribute actively.