Administration Executive | Al Futtaim Real Estate

Job description / Role

Administration Executive | Al Futtaim Real Estate | Al Futtaim Engineering & Technologies

Job Requisition ID: 162992

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 :

The Administration Executive is responsible for providing comprehensive administrative support to the HR team and ensuring efficient office operations within AFC. This role involves managing HR records, responding to employee queries, overseeing administrative tasks, and supporting various operational activities related to IT assets, stationary, biometric records, and financial administration.

What you will do :

Administration
- Maintain accurate admin records and documentation, ensuring compliance with data protection regulations.
- Address employee queries related to admin policies, procedures, and benefits promptly and effectively.
- Assist in the administration of workmen compensation claims and settlements in collaboration with relevant stakeholders.
- Manage biometric time records, ensuring accurate attendance tracking and reporting.
- Maintain inventory and manage procurement of IT assets, ensuring availability and functionality.
- Oversee inventory and procurement of stationery and pantry items to support daily operations.
- Prepare purchase orders and provide details for Goods Receipt Notes (GRN).

Invoicing
- Validate and allocate invoices from vendors such as Etisalat, DU, and Info Fort.
- Verify photocopy invoices for accuracy and process for payment in compliance with AFC's financial policies.

Safety, Quality & Environment:
- Ensure adherence to all relevant safety, quality, and environmental procedures, instructions, and controls within AFC.
- Support initiatives to maintain safety standards, service quality, and environmental compliance.

Camp Management:
- Coordinate with camp supervisors to manage all aspects of camps in DIP.
- Regularly visit camps to inspect conditions, catering facilities, and overall services.
- Ensure camp vendors complete contracted jobs satisfactorily and verify invoices and delivery notes for each camp.
- Follow up with accounts for timely payment. Verify man-days for all camps before submission to the finance team for payments.
- Prepare monthly visit reports after camp visits and discuss any issues with the Admin Manager.
- Update the camp cost comparison report monthly to ensure accurate cost per employee.
- Maintain a list of employees in each camp and provide it monthly to the Finance department.
- Track employee relations cases, from major escalated issues to minor resolved cases, and maintain records of associate complaints and actions taken for each camp.

Required skills to be successful :
- Strong organizational skills with the ability to prioritize tasks
- Reporting and presentation skills
- Excellent communication and interpersonal skills

What equips you for the role :
- Bachelor's degree in any related discipline - Commerce, Business Administration, etc.
- Knowledge of UAE Labour Law and regulations.
- Working knowledge of SAP / Oracle HRMS
- Excellent knowledge in using Excel
- 5 years' experience in an administrative role in a large organisation

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.