Administration Executive - AlFuttaim Engineering
About This Role
The Admin Executive assists the Administration Department in effectively coordinating administrative tasks, including data management, property management, and office maintenance. The role involves creating efficient processes for tracking lease agreements and ensuring compliance with property standards while developing relationships with internal and external stakeholders. This position is pivotal in supporting the smooth operation of facilities and maintaining thorough documentation and reporting. Success in this role requires a detailed-oriented approach to manage assets, coordinate renewals, and monitor supplies efficiently.
What You Will Do:
Property Management
Assist in preparing the necessary documentation for renewal of leases for offices, camps, warehouses, and showrooms and release of payments.
Ensure all lease agreements are created in REFX and properly tracked.
Ensure leases are attested as per the requirements of the Emirate.
Ensure premises are maintained as per approved standards and assist with furnishing, refurbishments, and movement of locations.
Data Management
Ensure all administrative data is consistently updated, error-free, and securely managed.
Prepare and deliver accurate monthly reports on key administrative metrics and compliance indicators.
Office Maintenance
Manage Annual Maintenance Contracts (AMC) for critical office systems including HVAC, MEP works, IT infrastructure, waste management, and pest control.
Coordinate with vendors and monitor their performance to ensure cost-efficiency and compliance with contractual terms.
General Administration
Create Purchase Requisitions (PRs) for all services managed by the HR and Admin Department and verify invoices for payment.
Ensure timely payment of utilities and telecommunications to avoid service interruptions.
Maintain stock levels and records for stationery and cafeteria supplies and coordinate replenishment based on consumption trends.
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