The Operations Admin Executive will manage and oversee the administrative tasks of Lifestyle. This role involves ensuring efficient coordination with vendors and various departments, and maintaining a seamless execution for orders and deliveries, supporting in all admin related tasks. The ideal candidate should possess strong organizational skills, attention to details, and a deep understanding of retail operations in the fashion and lifestyle industry.

Retail Operations Admin Support:

• Support day-to-day retail operational needs, including maintenance support, manage relationship with malls, and task delegation.
• Maintain communication with mall managers and provide any required information such as updated Trade License or renewed lease.
• Ensure compliance with company policies and processes related to admin tasks.

Office Management:

• Supervise day-to-day maintenance of the office and coordinate with facility management team regarding maintenance services.
• Follow SIRA requirements at the office to avoid fines by Dubai Police and coordinate with Group IT regarding the SIRA system installed at the office.
• Keep track of office essentials such as stationary, papers, printer cartridges and coordinate with Group Procurement.
• Provide support with any housekeeping issues at the office.

Administrative Duties:

• Maintain and update store and office documentations, including trade license, leases, Ejaris in cooperations with Group Legal Department. Update Hassantuk for Civil Defence certificate, Annual Maintenance contracts and operational checklists.
• Handle vendor agreements, invoices, and purchase requisitions, orders and GRN. Coordinate with finance to initiate payments in collaboration with the finance department and Group Procurement team.
• Assist in regulating and approving team’s attendance in cooperation with Group Human Resources Department and submitting overtime reports when needed.
• Coordinating with Group Legal department regarding all trading and non-trading agreements, assuring all agreements are reviewed and stamped by GLD and follow the correct line of signatory/approvers as per DOA. Initiate Trade License renewals for all business units in Lifestyle.
• Support stores and departments with raising Purchase Requisitions and issuing Purchase Orders in collaboration with Group Procurement Department for obtaining best rates and simultaneously collaborating with Finance Department to keep the requisitions budgeted and flag any unbudgeted expense.
• Assist stores and departments in obtaining any necessary approvals or permits to support operations.

Team Coordination and communications:

• Assist in scheduling weekly, monthly and quarterly meetings and the communications.
• Coordinating in office events and celebrations such as Christmas, Diwali and etc

Key Competencies:

• Problem-solving and decision-making skills in a fast-paced retail environment.
• Attention to details and a focus on operational efficiency.
• Ability to manage multiple tasks and prioritize effectively.
• Communication skills and fluent in English (speaking and writing) Work Environment:
• Office and retail store-based role, with occasional travel to multiple store locations.

Skills

Skills & Qualifications:

• 2+ years of experience in retail operations, preferably in the fashion and lifestyle industry.
• Strong knowledge of management systems.
• Excellent organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Exceptional communication and interpersonal skills.
• Strong written and verbal communication abilities.
• Passion for the fashion and lifestyle industry with an understanding of operations and corporate systems.