Executive Admin

Advanced Search Group; Manama; On-site; BHD 12,000 - 19,000; Full time

Job summary

Advanced Search Group is seeking an experienced facilities & operations professional to support daily office functions, procurement, and space planning across multiple stores. You will manage administrative tasks, control costs, and ensure compliance with safety standards.

The role involves coordinating with various departments, maintaining contracts, and ensuring timely renewals and payments. A strong eye for detail and budget discipline is essential for success in a dynamic office environment.

Qualifications

• Experience in office facilities management and operations.
• Strong procurement and vendor management capabilities.
• Budget monitoring and cost-control experience.
• Familiarity with health and safety regulations.

Responsibilities

• Oversee daily office operations and maintenance of equipment, furniture, utilities, and general upkeep.
• Procure office supplies, coordinate vendors, and optimize costs to stay within budget.
• Coordinate with department heads on space planning and office layout changes for efficient utilization.
• Provide administrative support including meetings, correspondence, reporting and record keeping.
• Monitor admin costs and assist accounts payable with adjustments when needed.
• Maintain tracking for tenancy contracts, P.O. boxes, utilities, and related renewals/payments.
• Schedule cleaning, pest control, water dispensers, and ensure first-aid readiness across stores.
• Coordinate DEWA/TAQA utility setup for new UAE stores and oversee discontinuations at closures.
• Support trade license renewal processes with NOC management and related documentation.

Skills

Office operations

Maintenance management

Procurement

Vendor coordination

Budget monitoring

Cost control

Facility planning

Space optimization

Administrative support

Health and safety compliance

Job description

Office operations & maintenance
Support the daily operations of office facilities including maintenance of equipment, furniture, utilities, and general office upkeep.
Ensure that safety protocols and hygiene standards are consistently followed across all offices.

Supplies & procurement
Manage office supplies inventory, including procurement, vendor coordination, and cost optimization.
Monitor stock levels and reorder supplies to avoid shortages while ensuring budget adherence.

Facility & space coordination
Coordinate with department heads to gather requirements and support efficient space allocation and utilization.
Assist in planning and executing office layout changes, relocations, and optimization projects.

Administrative support
Manage administrative duties such as organizing internal meetings, handling official correspondence, maintaining reports, and updating records.
Assist in the preparation and monitoring of the admin department budget and operational expenses.

Cost control & reporting
Review monthly administration cost reports, flag discrepancies and coordinate with the accounts payable team for necessary adjustments.
Monitor ongoing expenses and identify opportunities to improve cost efficiency.

Contract & compliance management
Maintain a tracking system for tenancy contract renewals, P.O. Box renewals, utility payments, and office-related bill settlements.
Ensure all renewals and payments are processed on time to avoid service disruptions.

Store maintenance & hygiene management
Conduct routine checks to assess cleaning requirements across all stores, ensuring cleanliness standards are consistently met.
Coordinate and schedule deep cleaning activities periodically for all store locations.
Arrange pest control services in a timely manner to maintain hygienic store environments.
Ensure availability and regular replenishment of water supplies and dispensers in each store.
Monitor and maintain the readiness of first aid boxes, including regular restocking and compliance with health and safety guidelines.

Utility management for store operations (UAE territory)
Coordinate and oversee the setup of DEWA (Dubai Electricity & Water Authority) and TAQA connections for all new store openings across the UAE.
Liaise with utility providers and internal teams to ensure timely and accurate activation of services for new locations.
Manage disconnection and clearance procedures for electricity and water services during store closures.
Ensure all utility-related documentation, payments, and compliance requirements are completed efficiently for both new and closing stores.

Trade license & NOC management
Manage the process of obtaining No Objection Certificates (NOCs) required for trade license renewal of the head office.
Coordinate with relevant authorities and building management to secure necessary approvals and documentation.
Ensure timely submission of NOC to the legal team to support the trade license renewal process.
Maintain records of NOC issuances and monitor renewal timelines to ensure compliance with regulatory requirements.

Desired experience:

Excellent organizational and multitasking skills, with the ability to prioritize tasks, work independently and meet deadlines in a fast-paced environment.
Knowledge of health and safety regulations and compliance requirements.