Admin Executive

Company name : Al Futtaim Private Company (LLC)

Experience: 5 - 7 Years

Education: Any Graduation

Job Description

Overview of the Role:

The Admin Executive at Al Futtaim Engineering is responsible for providing high-quality and sustainable administrative support to all AFET businesses. The role involves ensuring the smooth running of business operations, supervising administrative staff, and implementing systems that align with the company’s strategic objectives. The Admin Executive plays a critical role in maintaining the efficiency of daily operations, overseeing facility management, and coordinating with various departments to meet organizational needs.

Roles & Responsibilities:

1. General Administration:

Facility Management: Monitor and ensure the upkeep and general housekeeping of the premises, including supervising office boys and reporting activities to the Admin Manager or Senior Executive.

Attendance Management: Oversee the attendance records of admin staff and workers, using punch cards, and report any irregularities to the Senior Executive or Admin Manager.

Event Coordination: Facilitate and coordinate arrangements for VIP visits, large events, welfare activities, and more on behalf of the Admin Department.

Pantry Management: Ensure monthly pantry purchases are made on time as per the requirements across all branches.

2. Coordination and Communication:

Transport Coordination: Work with the Transport Officer to assign drivers for airport trips, hospital visits, and other necessary employee transportation needs.

Departmental Assistance: Coordinate with various departments to assist with any office arrangements required for smooth operations.

Document Management: Ensure documents and posts are forwarded to the required locations as per departmental needs.

Record Maintenance: Maintain accurate records of rented land, accommodations, guest houses, and utility payments (e.g., telephone, electricity, water).

3. Financial Management:

Expense Reporting: Prepare and submit monthly telecommunication expense reports, weekly and monthly reports as per monitoring sheets to the Admin Executive and Assistant Manager – Administration.

Petty Cash Management: Maintain petty cash records and ensure timely processing of invoices to close the petty cash balance monthly before zero balance dates.

Supplier Coordination: Follow up with suppliers for statements of accounts as required by the Accounts Department.

Asset Management: Maintain and update the assets list in the system, prepare transfer notes, obtain necessary approvals, and secure gate passes for material transfers.

4. Employee Support:

Asset Collection: Collect company assets (e.g., mobile phones, SIM cards, cameras) from employees going on vacation or leaving the company.

Equipment Maintenance: Ensure the maintenance of office equipment such as photocopiers, attendance machines, and firefighting equipment, in coordination with relevant departments.

5. Compliance and Safety:

QHSE Compliance: Adhere to the company’s Quality, Health, Safety, and Environment (QHSE) policy at all times.

Incident Reporting: Report all QHSE incidents immediately and take necessary precautions to prevent further occurrences.

Key Qualifications & Skills:

1. Educational Background:

Certification: Bachelor’s Degree in any discipline.

2. Professional Experience:

Experience Range: 5 to 7 years of experience in an administrative role, preferably within the engineering and construction sectors.

Relevant Skills: Previous experience in admin, logistics, or transport is highly desirable.

3. Technical Skills:

Computer Literacy: Proficient in MS Office, Excel Spreadsheet, and Visio.

Financial Acumen: Strong understanding of financial principles relevant to administrative management.

Presentation Skills: Excellent presentation and communication skills.

Problem-Solving: Demonstrated ability to solve problems, manage conflicts, and propose solutions proactively.

4. Personal Attributes:

Business Acumen: Self-driven individual with a strong understanding of business operations and administrative functions.

Interpersonal Skills: Excellent interpersonal skills, with the ability to work effectively with and engage a diverse team.

Multi-Tasking: Capable of managing multiple tasks simultaneously while handling work pressure efficiently.

Team Player: Strong analytical skills with the ability to contribute actively as a team player.

5. Additional Requirements:

Driving License: Valid KSA driving license is required.

Contact Information:

For further inquiries or to apply for this position, please contact:

Email: info@alfuttaim.com

This detailed job description outlines the responsibilities, qualifications, and expectations for the Admin Executive role at Al Futtaim Engineering in Saudi Arabia. The role offers an opportunity for an experienced professional to contribute to the smooth and efficient operation of the company’s administrative functions.