Assistant Manager - Facilities amp Admin - Al-Futtaim

Established in the 1930s as a trading business AlFuttaim 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 35000 employees across more than 20 countries in the Middle East Asia and Africa AlFuttaim Group partners with over 200 of the worlds most admired and innovative brands. AlFuttaim Groups 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.

By upholding our values of respect excellence collaboration and integrity; AlFuttaim Group continues to enrich the lives and aspirations of our customers each and every day.

Overview of the role

The Assistant Manager Admin & Facilities will play a crucial role in ensuring the efficient and effective operation of our office and facilities. The individual will be responsible for overseeing administrative tasks managing facilities maintenance coordinating office services and supervising company vehicles and telephone systems. The individual will be a proactive leader capable of multitasking problem solving and maintaining a high standard of organizational excellence.

What you will do

• Manage the daytoday operations of office services to ensure that the organizations current and future administrative & facilities management needs are met efficiently reliably and economically. These activities may include office supplies equipment and inventory; administrative assistance; mail distribution records management cleaning gardening uniform management and maintenance services; cafeteria and recreation services; facilities management.
• Liaise with functional or operational managers to ensure that administrative and facility management processes programs and activities are appropriate for their current and future business needs.
• Plan prioritize and manage maintenance activities and upgrades to equipment facilities and systems to minimize disruptions to business activities and effective use of organizations resources.
• Supervise facilities maintenance including space repairs cleanliness and security.
• Collaborate with relevant stakeholders to ensure compliance with safety and health regulations.
• Manage relationships with external service providers contractors and vendors for facility related services.
• Business Trips Invoices verifications and payment release and Manage utilities bills.
• Manage the process of obtaining the required building in and out permissions as per the guidelines.
• Ensure parking slots are distributed to the business as per guidelines for Group HR.
• Maintain a complete and organized archive to administration and facilities related documents.
• Assist in the development and monitoring of the administrative and facilities budget.
• Identify costsaving opportunities without compromising on quality and service standards.
• Track expenses prepare reports and provide regular updates to the management team and manage LPO activities and cost center allocations.
• Implement and optimize administrative processes to enhance efficiency and productivity.
• Handle office supply management liaising with Admin Executive vendor relationships and procurement activities.
• Supervise the management maintenance and scheduling of company vehicles and ensure compliance with vehicle safety standards and regulations.
• Coordinate with drivers and monitor fuel consumption vehicle traffic fines salik and maintenance records.
• Manage vehicle valuation disposal and asset retirement processes for corporate services in coherence with Finance.
• Collaborate with finance procurement and legal teams to ensure proper documentation and adherence to accounting standard.
• Plan and coordinate internal events meetings and conferences and collaborate with team or departments to support their event needs.
• Ensure all logistical requirements for events are met including room setup catering and audiovisual needs.
• Lease management of specific office floors and costwise allocation along with warehouse management for Group HR.

Required Skills to be successful

What equips you for the role

• Bachelors Degree
• Minimum 34 years of experience within facilities management is preferable
• Ability to own initiatives within a very dynamic environment
• Proficient with computer usage of Microsoft office.

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Before you click apply: Please read the job description carefully to ensure you can confidently demonstrate why this opportunity is right for you and take the time to put together a wellcrafted and personalised CV to further boost your visibility. Our global Talent Acquisition team members are all assigned to specific businesses to ensure that we make the best matches between talent and opportunities. We not only consider the requisite compatibility of skills and behaviours but also how candidates align with our Values of Respect Integrity Collaboration and Excellence.

As part of our candidate experience promise we also want to make ourselves available to you throughout the application process. We make every effort to review and respond to every application.