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

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.

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

• 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…