Marketing Executive I Real Estate I Marketing

Al Futtaim Private Company (LLC); Abu Dhabi; On-site; AED 70,000 - 110,000; Full time

Job summary

Al Futtaim Private Company (LLC) in Abu Dhabi seeks an organized administrator to support the Associate Director and three functional teams, handling correspondence, meetings, minutes and records. The role covers budget tracking, procurement coordination, contract tracking, vendor management and marketing support, with emphasis on audit-ready filing and timely follow-up.

The candidate will ensure timely completion of routine requests, coordinate cross-functional activities and contribute to

Qualifications

• 3–5 years of relevant experience in administrative coordination or multifunctional office support.
• Experience with budgets, procurement processes and contract tracking is preferred.
• Familiarity with vendor coordination, invoices and formal reporting.

Responsibilities

• Provide daily administrative and secretarial support to the Associate Director and three teams.
• Maintain structured digital and physical files, calendars and knowledge materials for audit readiness.
• Coordinate with Finance, Procurement, Legal, HR, IT, Operations and Facilities to resolve requests and follow up.
• Arrange meeting rooms, logistics for visitors, IT requests and training sessions.
• Review submissions for completeness before routing for signatures or approvals.
• Maintain monthly budget trackers for Marketing, Customer Services and IMAGINE.
• Track invoices, purchase orders, supplier payments and supporting docs.
• Prepare budget-versus-actual summaries and flag variances.
• Consolidate monthly departmental reports and KPI dashboards.
• Coordinate contract register and monitor renewals and obligations.
• Support marketing calendars, briefs, budgets and post-event reporting.
• Support customer service desks and experiences administration.
• Maintain records for IMAGINE operations and service contracts.

Skills

Budget tracking

Procurement docs

Contract tracking

Management reports

Audit-ready filing

Education

Bachelor's degree in Business Administration or related field

Job description

Responsible for:

Department Administration and Coordination

• Provide daily administrative and secretarial support to the Associate Director and the three functional teams; coordinate correspondence, official letters, meetings, agendas, minutes and action logs.
• Maintain structured digital and physical files, departmental contact lists, approval records, calendars, presentations and knowledge-management materials for easy access and audit readiness.
• Coordinate with Finance, Procurement, Legal, HR, IT, Operations, Facilities Management and other teams to resolve routine departmental requests and ensure timely follow-up.
• Arrange meeting rooms, visitor and consultant logistics, supplies, printing, IT requests, training sessions and other approved support requirements.
• Review administrative submissions for completeness and accuracy before routing them for signatures, distribution or approvals.

Budget, Finance & Payment Administration

• Maintain monthly budget trackers for Marketing, Customer Services and IMAGINE, recording approved budgets, commitments, actual spend, accruals and available balances.
• Support annual budgeting, periodic reforecasts, monthly budget reviews, reconciliations with Finance and year-end closing activities.
• Track invoices, purchase orders, supplier payments and outstanding commitments; verify supporting documentation and follow up with the responsible stakeholders.
• Prepare budget-versus-actual summaries, expenditure and revenue trackers (where applicable), and flag variances, missing documentation and potential overspend promptly.
• Ensure correct cost centre allocation and compliance with applicable financial controls, approval requirements and Delegation of Authority (DOA).

Procurement, Vendors and Contracts

• Prepare, coordinate and track purchase requisitions, purchase orders, approval requests and vendor documentation in SAP Ariba or other approved systems.
• Liaise with Procurement on quotations, vendor registration, tenders and supplier onboarding; maintain end-to-end trackers through approval, delivery and invoicing.
• Coordinate administrative requirements with agencies, contractors, outsourced providers and other suppliers across the three functions.
• Maintain a central contract register and track agreement start/end dates, renewals, extensions, key obligations and required supporting documents.
• Work with Legal, Procurement and relevant owners to coordinate contract review and execution; elevate approaching expiries or delays before operational impact.

Marketing Support

• Maintain and circulate the Dubai Festival City Mall marketing and events calendar, coordinating updates and preventing scheduling conflicts.
• Compile campaign briefs, budgets, schedules, agency submissions, retailer correspondence, approvals and post-event reporting inputs.
• Consolidate approved data for monthly performance reports, including footfall, sales, campaign KPIs, marketing spend and relevant commercial revenue.
• Organise marketing collateral inventories and campaign archives; support logistics and administration for events, activations and special projects.

Customer Service and Customer Experience Support

• Coordinate departmental administrative and financial requirements for customer service desks, concierge, valet and other customer-facing services within scope.
• Track outsourced service contracts, staffing-related administrative documentation, supplier invoices, uniform orders, equipment and department supplies.
• Help collate service-quality reports, customer feedback summaries, mystery shopping outputs, training records and action trackers from departmental owners.
• Provide administrative support for new customer experience initiatives and service enhancements.

Imagine Operations Support

• Maintain administrative and financial records relating to IMAGINE operations, technical service contracts, maintenance suppliers and show-related expenditure.
• Coordinate procurement documentation and vendor follow-ups for maintenance, spare parts, technical services, consumables and special show requirements.
• Collect and file service reports, maintenance schedules, permits, insurance records and other documentation supplied by authorised operational teams.
• Coordinate administration for seasonal programmes, external productions and special shows; technical operations, show control and safety approvals remain with authorised specialists.

Management Reporting, Controls, and People Administration

• Consolidate monthly/quarterly departmental reports, KPI dashboards, action logs and audit support packs using validated source information.
• Maintain confidentiality and accurate records of financial, commercial, employee-related and operational information.
• Coordinate training nominations, onboarding logistics, attendance or leave records where assigned, and approved departmental HR requests.
• Identify improvements to tracking, workflows, filing and administrative turnaround times; carry out other related tasks assigned by the reporting manager.

Desired Candidate Profile

Required skills to be successful:

• Accurate, up-to-date budget trackers and timely monthly financial reconciliation with Finance.
• Timely and complete procurement submissions, invoice follow-ups and supplier documentation.
• Contracts recorded centrally, with renewal deadlines and compliance requirements proactively flagged.
• Management reports, calendars, meeting notes and trackers delivered accurately and on schedule.
• Audit-ready departmental filing and dependable service to internal stakeholders.

What equips you for the role:

Minimum Experience:

3–5 years of relevant experience in administrative coordination, procurement support, financial administration or a multifunctional office support role.

Minimum Qualifications and Knowledge:

• Bachelor’s degree in Business Administration, Marketing, Finance, Commerce or related field.
• Experience in a mall, retail, hospitality, entertainment, property-management or large corporate environment is an advantage.
• Practical exposure to purchase orders, invoices, budgets, vendor coordination and contract tracking is strongly preferred.