Administrative Officer

Job description

To provide administrative and clerical support to the Operations Department, ensuring smooth day-to-day functioning of mall operations. The role involves coordination with internal teams, tenants, vendors, and service providers, while maintaining accurate records and supporting operational efficiency. KEY RESPONSIBILITIES & ACCOUNTABILITIES: Provide comprehensive administrative support to the Operations Manager and the wider operations team. Maintain and update operational records, including vendor contracts, maintenance logs, incident reports, and tenant communications. Coordinate scheduling of maintenance, cleaning, security, and other operational services. Assist in preparing reports on daily operations, footfall, maintenance issues, and service performance. Liaise with tenants to address operational concerns and support resolution of facility-related issues. Track and process purchase requests, service orders, and approvals for mall operations. Support the coordination of events, promotions, and seasonal campaigns in terms of logistics and administrative tasks. Monitor inventory and order supplies for operational use (e.g., uniforms, office supplies, signage). Ensure compliance with mall safety, health, and cleanliness standards by supporting audits and inspections. Assist in the preparation of budgets, expense tracking, and invoice processing. Maintain confidentiality and ensure accurate filing of operational documents and communication. QUALIFICATIONS: Diploma or Bachelor’s degree in Business Administration, Management, or related field. 4-6 years of administrative experience, preferably in a retail, facilities management, or property operations environment. Previous experience in the Middle East retail or shopping mall sector is a plus. Proficiency in MS Office Suite (Excel, Word, PowerPoint); familiarity with facilities or mall management systems is advantageous. Fluent in English.