Admin Assistant - Retail Facilities and Project Support

AlFuttaim; Riyadh; On-site; SAR 47,000 - 71,000; Full time

Job summary

Al-Futtaim Retail is seeking an organized Admin Assistant to support Retail Store Development facilities and projects in Riyadh. You will maintain maintenance schedules, handle procurement documentation, and coordinate with stores, mall management, and service providers.

Requirements include 3-5 years of relevant experience, fluency in Arabic and English, and strong Microsoft Office skills. This is an on-site role supporting contracts, budgets, and administrative records across Saudi Arabia.

Qualifications

• 3-5 years of relevant experience in facilities administration, procurement coordination, contract administration, or project administration.
• Experience in document control and tender coordination.
• Experience coordinating with internal departments, vendors, and external service providers.
• Experience within retail or multi-site operations in Saudi Arabia is preferred.
• Fluency in Arabic and English is required.

Responsibilities

• Maintain the annual Planned Preventive Maintenance (PPM) schedule in accordance with approved facilities maintenance contracts.
• Coordinate procurement documentation, purchase requisitions and contract renewals.
• Track vendor invoices, payment status and renewal dates.
• Maintain electronic filing and document control systems for quotations, approvals, POs, invoices, and reports.
• Support with store openings, relocations, and project handovers across Saudi Arabia.

Skills

Microsoft Office Suite

Excel

Organizational skills

Coordination

Communication

Education

Diploma or Bachelor’s Degree in Business Administration or related discipline

Tools

Excel

Word

PowerPoint

Outlook

Job description

Admin Assistant - Retail Facilities and Project Support

Job Snapshot - Role: Admin Assistant - Location: Riyadh, Saudi Arabia - Industry: Retail - Function: Administrative Support - Experience: 3-5 years of relevant experience - Job Type: Full Time - Work Arrangement: On-site

Position Overview

Al-Futtaim Retail is looking for an organized and detail-oriented Admin Assistant to support Retail Store Development (RSD) facilities and project activities in Riyadh, Saudi Arabia. The role provides essential administrative and coordination support for facilities maintenance, procurement, vendor management, contract renewals, statutory compliance, and retail store projects across Saudi Arabia. You will work closely with the Country RSD Manager, Facilities Supervisors, project teams, Store Operations, Procurement, Finance, vendors, service providers, and mall management to maintain accurate records, monitor outstanding activities, and ensure timely follow-up.

Job Details

Country: Saudi Arabia - City: Riyadh - Industry: Retail - Function: Administrative Support - Salary: Not disclosed - Gender: No Preference - Candidate Nationality: Not specified - Job Type: Full Time - Work Arrangement: On-site

What You Will Do

• Maintain the annual Planned Preventive Maintenance (PPM) schedule in accordance with approved facilities maintenance contracts.
• Monitor scheduled maintenance activities and track completion status.
• Maintain Reactive Maintenance (RM) and job-order trackers based on store requirements and operational priorities.
• Coordinate work permits and site access arrangements with stores, mall management, and service providers.
• Collect maintenance completion reports and service confirmations.
• Ensure required service documentation is available before processing completion and payment records.
• Maintain accurate trackers for job orders, cost proposals, and attendance records.
• Organize electronic filing systems for quotations, approvals, purchase orders, invoices, reports, permits, contracts, and correspondence.
• Follow up with Facilities Supervisors, stores, and vendors to obtain outstanding documentation.
• Maintain document version control and ensure records are accurate and accessible.
• Protect confidential information and maintain organized administrative records.
• Support efficient retrieval of documents for operational reviews and follow-up activities.
• Support vendor registration and prequalification by tracking required documentation.
• Coordinate requests for quotations and related procurement documents.
• Prepare and monitor purchase requisitions through the approval and issuance process.
• Follow up on outstanding procurement requirements with relevant teams.
• Track vendor invoices and payment status.
• Coordinate with Finance and vendors to resolve missing documents and payment-related discrepancies.
• Maintain an updated register of facilities contracts and Annual Maintenance Contracts (AMCs).
• Record contract details, including service scope, vendor information, contract value, and renewal dates.
• Monitor upcoming contract expirations and coordinate renewal documentation.
• Collect monthly attendance sheets and service reports in accordance with service-provider agreements.
• Coordinate third-party vendors for site surveys, quotations, and scope definition when services fall outside existing maintenance contracts.
• Distribute stakeholder satisfaction surveys, collect responses, and maintain survey records.
• Maintain renewal trackers for Civil Defence certificates, trading licenses, permits, and other statutory documents.
• Monitor document expiration dates and notify relevant stakeholders of upcoming renewals.
• Follow up on renewal documentation and maintain supporting evidence.
• Maintain approved vendor compliance records.
• Ensure statutory and vendor documentation is organized and available when required.
• Provide administrative assistance for retail store openings, relocations, closures, and handovers.
• Maintain project trackers, handover registers, and close-out documentation.
• Coordinate required documents with mall management, store teams, contractors, and project personnel.
• Follow up on outstanding project and handover requirements.
• Collect and archive approved drawings, warranties, and completion certificates.
• Maintain organized records to support project completion and store transition activities.
• Maintain monthly expenditure trackers against approved annual budgets.
• Support annual budget preparation using historical spending information.
• Assist with asset registration, transfer, and disposal documentation.
• Reconcile purchase orders, invoices, service completion records, and payment documentation.
• Identify missing financial records and coordinate corrections with relevant stakeholders.
• Support accurate financial and asset administration across facilities activities.
• Prepare weekly and monthly reports covering facilities and administrative activities.
• Maintain management dashboards and action trackers.
• Record responsible parties, target dates, progress updates, and completion status.
• Highlight overdue actions and unresolved operational matters.
• Identify budget variances and potential operational risks.
• Provide accurate information to support management reviews and follow-up decisions.

Education

Diploma or Bachelor 's Degree in Business Administration or a related discipline.

Professional Experience

• 3-5 years of relevant experience in facilities administration, procurement coordination, contract administration, or project administration.
• Experience in document control and tender coordination.
• Familiarity with administrative tracking, procurement documentation, and operational follow-up.
• Experience coordinating with internal departments, vendors, and external service providers.
• Experience within retail or multi-site operations in Saudi Arabia is preferred.

Technical and Administrative Skills

• Strong proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook.
• Ability to maintain accurate spreadsheets, trackers, reports, and administrative records.
• Knowledge of document control and electronic filing practices.
• Familiarity with purchase requisitions, purchase orders, invoices, and contract administration.
• Technical awareness of facilities-related activities and associated documentation.
• Strong organizational skills and attention to detail.

Language and Communication Requirements

• Fluency in written and spoken Arabic.
• Fluency in written and spoken English.
• Ability to communicate professionally with internal teams, contractors, vendors, service providers, and mall management.
• Strong follow-up and coordination skills.

Personal Competencies

• Excellent time management and ability to prioritize multiple tasks.
• High level of accuracy when maintaining records and trackers.
• Commitment to confidentiality and responsible document handling.
• Practical problem-solving abilities.
• Ability to coordinate activities across different departments.
• Organized and proactive approach to completing administrative requirements.
• Ability to monitor deadlines and follow up on outstanding actions.
• Strong attention to operational details and reporting accuracy.

Working with Al-Futtaim Retail

At Al-Futtaim Retail, you will support the facilities and project activities that help maintain retail operations across Saudi Arabia. The position offers exposure to facilities administration, procurement coordination, contract management, store development activities, and financial reporting within a multi-brand retail organization. You will collaborate with operational, technical, commercial, and administrative teams while contributing to the effective coordination of store maintenance and project requirements.

Job Reference

182328

About Al-Futtaim

Established in the 1930s and headquartered in Dubai, Al-Futtaim is one of the region's diversified privately held business groups. Operating across more than 20 countries, the Group has businesses in automotive, financial services, real estate, retail, and health. It employs more than 40,000 people and represents over 200 internationally recognized brands, including Toyota, Lexus, IKEA, ACE, and Marks and Spencer. Al-Futtaim focuses on enriching lives and supporting communities through digital innovation, artificial intelligence, sustainable growth, and strategic partnerships. Al-Futtaim Retail builds on a 90-year business legacy and operates across the Middle East, North Africa, and Southeast Asia. Its brand partnerships include IKEA, ACE, Marks and Spencer, and the Inditex Group, alongside brands such as Watsons and Kiabi. With employees representing more than 100 nationalities across over 10 countries, Al-Futtaim Retail brings together diverse teams focused on developing retail experiences and serving customers.

Join Al-Futtaim Retail and be part of The Heart of Tomorrow.