Administration Assistant- UAE National

مجموعة الطاير; Dubai; On-site; AED 89,000 - 156,000; Full time

Job summary

مجموعة الطاير in Dubai seeks an Administrative Support Officer to assist front line and back office teams with administration queries and to maintain efficient records and databases.

The role involves coordinating with maintenance, issuing LPOs, supporting in-store marketing, obtaining external approvals, procuring consumables, and ensuring high maintenance standards across the store. 3–5 years of relevant experience and a commerce background are preferred.

Qualifications

• Graduate in any discipline, preferably Commerce.
• 3 to 5 years of relevant experience.
• Strong computer literacy and numerical/analytical abilities.

Responsibilities

• Assist front line and back of house departments with administration related queries.
• Resolve issues with POS equipment, credit card devices, telephones, printers, pantry equipment, projector, etc.
• Maintain documentation systems and update records, files and databases.
• Coordinate with maintenance to ensure repairs are completed efficiently.
• Raise LPOs and follow up on payments in a timely manner.
• Assist in-store marketing activities during promotions, including distributing brochures and gifts.
• Coordinate external approvals for the store (police permits, mall approvals).
• Procure consumables, plan and distribute uniforms and stationery to floors.
• Ensure high maintenance standards for TV, sound systems, shelving, fixtures in stores.
• Requisition and distribute employee documents such as passports and labor cards.
• Support drafting/admin procedures with Store Operations Manager and Admin Executive.
• Track absences and leaves, update status in designated systems.

Skills

Computer literacy

Numerical skills

Analytical skills

Communication skills

Interpersonal skills

Education

Commerce degree

Job description

• To support relevant department by providing professional administration related services, enabling the team to function effectively and efficiently

Responsibilities

Functional Roles and Responsibilities

• Assist front line and back of house departments with any administration related queries


• Resolve any issues within scope of accountability and communicate outcome to appropriate parties: pos equipment, credit card and currency devices, telephones, printers, pantry equipment, projector etc


• Maintain necessary documentation system for efficient and orderly storage and retrieval of documents/information. Maintain and update all necessary records, files and database


• Liaise with the maintenance department to ensure the repairs/works are carried out in an efficient manner


• Raise LPO’s, and ensure timely follow up of the payments


• Assist with in-store marketing activities such as distribution of brochures, delivery of gifts, monitoring admin part during the period of promotion


• Coordinate the process of getting various external approvals for the store: police permit, mall approvals where appropriate etc


• Procurement of consumables for the store by following all related processes (getting samples, quotes from suppliers, approvals from management etc) Planning, organizing and distributing of uniforms and stationery to the floors


• Ensure that the store has high maintenance standards, in line with store standards guidelines at all the times: TV, sound systems, adequate shelving and fixtures on the shop floors and stockrooms etc


• Facilitate timely requisition and distribution of employees’ documents such as passports, labor cards and other documents


• Assist Store Operations Manager and Admin Executive in drafting and implementing admin related procedures in the store


• Keep track of absence, leave time - such as short leave, sick leave, vacation, etc., for employees of the company/ division/ department/ location of your responsibility sphere, and follow-through with them to update their absence/ leave status on designated system/s including posting of information onto designated system/s on behalf of certain employees, as may be required.


• Responsible for cascading HR/ employee/ company related information to employees of the company/ division/ department/ location of your responsibility sphere through appropriate communication channels.

Qualifications

Education/Certification and Continued Education

• Graduate in any discipline, preferably Commerce

Years of Experience

• 3 to 5 years of relevant experience

Knowledge and Skills

• High levels of computer literacy, numeric and analytical skills
• Good communication, & inter-personal skills