Administrative Executive - Facilities & Procurement Support

About the role

The Administrative Executive supports RSD facilities and project activities across KSA with administrative, coordination and record-keeping work. The role maintains records and trackers, supports procurement, monitors contracts and statutory renewals, and follows up on store openings, closures and handovers. It works closely with the Country RSD Manager, Facilities Supervisors, Project teams, Store Operations, Procurement, Finance, vendors, service providers and mall management.

Key responsibilities

• Maintain the annual Planned Preventive Maintenance (PPM) schedule and manage reactive maintenance and job-order trackers
• Coordinate work permits and access, and collect completion reports before processing payments
• Keep trackers for job orders, cost proposals and attendance, and organize the electronic document-control system for quotations, approvals, POs, invoices, permits and contracts
• Support vendor registration, track purchase requisitions, and follow up vendor invoices and payment status with Finance
• Maintain a contract and AMC register, monitor expiry dates and renewals, and collect monthly attendance sheets and service reports
• Track Civil Defence, trading license and other statutory renewals, and file renewal evidence
• Support store openings, closures and handovers, and archive drawings, warranties and completion certificates
• Maintain monthly spend trackers, support annual budget preparation, and reconcile PO, invoice and payment records
• Prepare weekly and monthly management reports and dashboards, highlighting overdue actions, budget variances and operational risks

Required profile

• Diploma or Bachelor's degree in Business Administration or a related discipline
• 3-5 years of experience in facilities administration, procurement coordination, contract administration or project administration, preferably in retail or multi-site operations in KSA
• Fluency in written and spoken Arabic and English, with professional coordination of internal and external stakeholders

Required skills

• Strong MS Office skills, especially Excel, Word, PowerPoint and Outlook
• Document control and tender coordination experience
• Arabic and English communication