Administrative Executive

About the Role

Al-Futtaim is seeking an Administrative Executive to provide structured administrative, coordination, and support functions across RSD facilities and project activities within KSA. This full-time position is based in Riyadh, Riyadh, Saudi Arabia, and requires 2-5 years of relevant experience. The role is crucial for maintaining accurate records, supporting procurement, and monitoring contracts and statutory renewals.

Key Responsibilities

• Maintain the annual Planned Preventive Maintenance (PPM) schedule and monitor completion status.
• Manage reactive maintenance (RM) and job-order trackers based on store requirements and priorities.
• Coordinate work permits and access with stores, malls, and service providers.
• Collect completion reports and confirmations for service completion and payment documentation.
• Maintain up-to-date trackers for job orders, cost proposals, and attendance records.
• Organize electronic filing and document-control systems for quotations, approvals, POs, invoices, reports, permits, contracts, and correspondence.
• Support vendor registration and prequalification by tracking required documents.
• Coordinate requests for quotations and procurement documentation, and prepare and track purchase requisitions.
• Track vendor invoices, payment status, and resolve documentation gaps with Finance and vendors.
• Maintain a contract and AMC register, monitor expiry dates, and coordinate renewal documentation.
• Maintain Civil Defence, Trading License, permit, and other statutory renewal trackers, notifying stakeholders of upcoming expiries.
• Provide administrative support for store openings, closures, and handovers, maintaining project and handover trackers.
• Maintain monthly spend trackers against annual budgets and support annual budget preparation.
• Prepare weekly and monthly management reports on facilities activities and maintain dashboards.

Collaboration and Coordination

This role involves close collaboration with various internal and external teams, including the Country RSD Manager, Facilities Supervisors, Project teams, Store Operations, Procurement, Finance, vendors, service providers, and mall management. Effective follow-up in store openings, closures, and handovers is a key aspect of this position.

Required Skills and Attributes

• High attention to detail.
• Strong commitment to confidentiality.
• Effective time management skills.
• Ability to manage multiple priorities efficiently.
• Proficiency in document control and record-keeping.

Experience

• 2-5 years of experience in an administrative or coordination role.

Work Type

This is a full-time position based in Riyadh, Saudi Arabia.