Requirements
The ideal candidate will have a degree or diploma, with an advantage for additional qualifications in office administration. A minimum of 3-5 years of experience in an administrative or receptionist role within a large company is required. Strong written and oral communication, organizational, and administrative skills are essential for managing varied workloads and confidential information in a busy environment.
Description
Job description / Role
Job Type
Full Time
Job Location
Dubai, UAE
Nationality
Any Nationality
Salary
Not Specified
Gender
Not Specified
Arabic Fluency
Not Specified
Job Function
Administration & Secretarial
Company Industry
Retail
Overview of the role:
This role involves ensuring the smooth operation of the real estate HR offices by managing front desk operations, offering administrative support to the HR team, and maintaining high standards for office upkeep and equipment. The individual also coordinates office supplies, manages an HR driver, and is responsible for various administrative and logistical tasks, contributing to overall office efficiency and employee satisfaction.
What you will do:
Administrative support
Act as the first point of contact for the HR department and liaise with people from both internal and external organisations.
Provide excellent customer service to all visitors and guests.
Screen telephone calls, enquiries, and requests, redirecting them appropriately and taking adequate messages when required.
Ensure knowledge and familiarity with company policies and procedures to provide sound and appropriate replies to queries.
Handle and deal with tasks and situations professionally.
Ensure all calls and enquiries are managed appropriately, professionally, and directed to the right individuals if necessary.
Office management
Responsible for the upkeep and maintenance of the human resource offices and ensure that all office equipment and facilities are in working condition.
Monitor the upkeep of meeting rooms and facilities.
Manage the outsourced pantry staff and coordinate with subcontractors such as cleaners, canteen, plant suppliers, and pest control for service provision.
Provide logistical support for meetings held in HR meeting rooms, including preparation and catering arrangements.
Organize team birthday celebrations, team meetings, and HR workshops in coordination with the HR administrator.
Ensure all interview-related documentation is prepared in advance and handed over to the respective HRBP.
Manage set up of WebEx interviews and video conferences efficiently.
Ensure the office assistant checks meeting rooms post-meeting and that all attendees are served promptly.
Document management
Maintain a document tracker and record all incoming and outgoing documentation accurately.
Manage and regularly update the real estate telephone directory and circulate updates monthly to all EAs and PAs within the department.
Ensure document accuracy and no misplacement of documents.
Update the probation tracker regularly in coordination with onboarding specialists and send email communications on deadlines.
Inventory and purchases
Track inventory status reports of office IT equipment such as laptops and monitors.
Ensure the inventory of induction packs is maintained and updated to the onboarding specialist if quantities are low.
Prepare RFAs and LPOs for all HR team purchases and procurement activities.
Ensure timely release and processing of LPOs and vendor payments.
Submit Etisalat bills to finance and HR team members in a timely manner.
General support
Provide support to HR and administrative functions, including organizing office gatherings, responding to employee queries, and identifying training and development opportunities.
Ensure Etisalat bills are distributed to HR team members and collected for finance submission.
Demonstrate AFGRE core values.
Required skills to be successful:
Excellent customer service and communication skills.
Strong organizational and administrative capabilities.
Ability to handle confidential information with discretion.
Proficiency in coordinating office operations and managing office equipment.
What qualifies you for the role:
Educated up to degree or diploma level; additional qualification via a diploma/certificate in office administration is advantageous.
3-5 years of experience in an administrative or receptionist role within a large company.
Excellent written and oral communication skills to provide effective advice and manage confidential information.
Strong organizational and administrative skills to handle varied workloads and meet deadlines in a busy environment.
About the Company
Established in the 1930's, the Al-Futtaim Group initially operated as a trading enterprise. Rapid development throughout the 1940's and 50's saw it establish itself regionally as an integrated commercial, industrial and services organisation, positioning itself one of the leading business houses in the lower Gulf region. Today, it operates collectively over 40 companies bearing the Al-Futtaim name, dominates many market segments in the UAE, and has expanded its sphere of operation to include Bahrain, Kuwait, Qatar, Oman and Egypt.
The Group comprises a diverse range of strategically positioned operating subsidiaries and associate companies, structured to give the Al-Futtaim Group the flexibility and versatility to keep ahead of local competition while keeping pace with the ever-evolving global business scenario. The Groups continued investment in world-class systems technology is clear evidence of its commitment to maintain leading edge performance and service delivery.
The success of the Al-Futtaim Group can be attributed to a business approach that combines the ability to change with the traditional values of integrity, service and social responsibility that define its core business philosophy. This, linked with the Groups belief in decentralisation, gives the heads of the operating companies a high degree of functional autonomy and authority, providing the Group with essential flexibility, and individual employees a clearly defined work culture and sense of responsibility.
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