Executive - Admin - United Arab Emirates - Apparel Group

    Apparel Group
    Apparel Group United Arab Emirates

    1 week ago

    Description
    Description

    Responsibility:

    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.
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