Marketing Executive I Real Estate I Marketing

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. Required skills to be successful: • Accurate, up-to-date budget trackers and timely monthly financial reconciliation with Finance. • Timely and complete procurement submissions, invoice follow-ups and supplier documentation. • Contracts recorded centrally, with renewal deadlines and compliance requirements proactively flagged. • Management reports, calendars, meeting notes and trackers delivered accurately and on schedule. • Audit-ready departmental filing and dependable service to internal stakeholders. What equips you for the role: Minimum Experience: 3–5 years of relevant experience in administrative coordination, procurement support, financial administration or a multifunctional office support role. Minimum Qualifications and Knowledge: • Bachelor’s degree in Business Administration, Marketing, Finance, Commerce or related field. • Experience in a mall, retail, hospitality, entertainment, property-management or large corporate environment is an advantage. • Practical exposure to purchase orders, invoices, budgets, vendor coordination and contract tracking is strongly preferred.