Marketing Executive I Real Estate I Marketing – Al Futtaim Group

Overview of the role:

Provide comprehensive administrative, financial, procurement and operational coordination support to the Marketing, Customer Services and IMAGINE functions at Dubai Festival City Mall. The role serves as a central coordination point for departmental processes, budget tracking, supplier administration, contracts, documentation and management reporting, helping the teams operate efficiently and in compliance with Al-Futtaim policies and procedures.

What you will do:

Responsible for:

Department Administration and Coordination

• Provide daily administrative and secretarial support to the Associate Director and the three functional teams; coordinate correspondence, official letters, meetings, agendas, minutes and action logs.
• Maintain structured digital and physical files, departmental contact lists, approval records, calendars, presentations and knowledge-management materials for easy access and audit readiness.
• Coordinate with Finance, Procurement, Legal, HR, IT, Operations, Facilities Management and other teams to resolve routine departmental requests and ensure timely follow-up.
• Arrange meeting rooms, visitor and consultant logistics, supplies, printing, IT requests, training sessions and other approved support requirements.
• Review administrative submissions for completeness and accuracy before routing them for signatures, distribution or approvals.

Budget, Finance & Payment Administration

• Maintain monthly budget trackers for Marketing, Customer Services and IMAGINE, recording approved budgets, commitments, actual spend, accruals and available balances.
• Support annual budgeting, periodic reforecasts, monthly budget reviews, reconciliations with Finance and year-end closing activities.
• Track invoices, purchase orders, supplier payments and outstanding commitments; verify supporting documentation and follow up with the responsible stakeholders.
• Prepare budget-versus-actual summaries, expenditure and revenue trackers (where applicable), and flag variances, missing documentation and potential overspend promptly.
• Ensure correct cost centre allocation and compliance with applicable financial controls, approval requirements and Delegation of Authority (DOA).

Procurement, Vendors and Contracts 

• Prepare, coordinate and track purchase requisitions, purchase orders, approval requests and vendor documentation in SAP Ariba or other approved systems.
• Liaise with Procurement on quotations, vendor registration, tenders and supplier onboarding; maintain end-to-end trackers through approval, delivery and invoicing.
• Coordinate administrative requirements with agencies, contractors, outsourced providers and other suppliers across the three functions.
• Maintain a central contract register and track agreement start/end dates, renewals, extensions, key obligations and required supporting documents.
• Work with Legal, Procurement and relevant owners to coordinate contract review and execution; escalate approaching expiries or delays before operational impact.

Marketing Support

• Maintain and circulate the Dubai Festival City Mall marketing and events calendar, coordinating updates and preventing scheduling conflicts.
• Compile campaign briefs, budgets, schedules, agency submissions, retailer correspondence, approvals and post-event reporting inputs.
• Consolidate approved data for monthly performance reports, including footfall, sales, campaign KPIs, marketing spend and relevant commercial revenue.
• Organise marketing collateral inventories and campaign archives; support logistics and administration for events, activations and special projects.

Customer Service and Customer Experience Support 

• Coordinate departmental administrative and financial requirements for customer service desks, concierge, valet and other customer-facing services within scope.
• Track outsourced service contracts, staffing-related administrative documentation, supplier invoices, uniform orders, equipment and department supplies.
• Help collate service-quality reports, customer feedback summaries, mystery shopping outputs, training records and action trackers from departmental owners.
• Provide administrative support for new customer experience initiatives and service enhancements.

Imagine Operations Support

• Maintain administrative and financial records relating to IMAGINE operations, technical service contracts, maintenance suppliers and show-related expenditure.
• Coordinate procurement documentation and vendor follow-ups for maintenance, spare parts, technical services, consumables and special show requirements.
• Collect and file service reports, maintenance schedules, permits, insurance records and other documentation supplied by authorised operational teams.
• Coordinate administration for seasonal programmes, external productions and special shows; technical operations, show control and safety approvals remain with authorised specialists.

Management Reporting, Controls, and People Administration

• Consolidate monthly/quarterly departmental reports, KPI dashboards, action logs and audit support packs using validated source information.
• Maintain confidentiality and accurate records of financial, commercial, employee-related and operational information.
• Coordinate training nominations, onboarding logistics, attendance or leave records where assigned, and approved departmental HR requests.
• Identify improvements to tracking, workflows, filing and administrative turnaround times; carry out other related tasks assigned by the reporting manager.

Job Details

Preferred Candidate

Suite de l’annonce…