Administrative Executive Full Time

Company Description:

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 A”rab 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 organisation to continue to grow and expand; responding to the changing needs of our customers within the societies in which we operate.

Overview of the role:

To manage the Reception and assist the Head Office Administration Team in creating and maintaining a sound office environment through high standard of general office administrative services.

What you will do:

• Provide full spectrum of clerical and administrative support for the company such as greeting guests, handling parcels, courier arrangement and maintain the tidiness and cleanliness of the reception and office area.
• Responsible for clerical duties, including data entry, answering phone calls, preparing documents and arranging mails in a prompt and diligent manner.
• Manage meeting room bookings and calendar including coordination of department meetings and/or external client events (both virtual and in-person).
• Support business travel bookings and coordinate related logistics arrangements.
• Monitor and order the inventory of office and pantry supplies as necessary and liaise with vendors and service providers such as stationery & pantry consumable ordering.
• Prepare reports that summarize data, reviews information to verify accuracy & completeness including process and scan invoices and statements.
• Provide administrative support in corporate events and activities.
• Back up pantry service when needed.
• Perform ad hoc assignments timely and independently when needed.

What you will need:

Education : DSE or above

Minimum Experience and Knowledge: At least 4 years relevant experience in administration duties

Job-Specific/Technical Skills required to complete the tasks:

• Sound telephone answering techniques
• Good customer handling skills
• Sound knowledge of the who’s who and their appropriate extension numbers
• Proficient spoken English ability to greet English speaking visitors at the Reception and handle telephone enquiries in English
• Sound computer skills
• Good planning and organising skills
• Good awareness of people behaviour
• Effective communication skills with visitors, telephone callers, Head Office Staff and stores
• Good planning and organisation for managing processes and administration
• Good prioritisation in delivering team objectives