Administrative Executive - Food & Beverage

Company Overview

Brooki is a distinguished bakery and café brand celebrated for its artisanal cookies, brownies, cakes, and specialty desserts. Formed as a collaborative venture between Bellamy Holdings and Arada Food & Beverage, Brooki is swiftly extending its presence throughout the UAE and GCC regions.

Job Purpose

The Administrative Executive acts as the main coordinator for administrative duties, ensuring that documents, approvals, permits, and corporate submissions are efficiently handled and monitored through their entire lifecycle.

Primary Responsibilities

• Serve as the exclusive administrative liaison to Arada’s corporate teams; manage requests, maintain tracking systems, and provide proactive status updates.
• Organize meetings, travel plans, site visits, and special events for the UAE team, including diary management for the Operations Manager and logistical support for visiting company leaders.
• Manage all aspects of document control within the UAE, such as organized filing, consistent naming conventions, versioning, access management, and preparing documents for official signatures.
• Oversee licensing, permits, municipality and authority submissions, trade licenses, as well as visa and immigration paperwork administration.
• Handle leasing and facility fit out processes for retail stores and production sites, including correspondence with landlords, approvals, handover notes, and monitoring critical deadlines.
• Administer procurement procedures by managing quotations, purchase requests, supplier approvals, onboarding, and asset tracking.
• Coordinate shipment arrivals, customs clearance, cargo insurance, and deliveries while maintaining transparency of freight status.
• Provide support for new store openings, concessions, and pop-up initiatives through managing run sheets, permits, staffing arrangements, supplier coordination, and opening day logistics.
• Manage delivery aggregator contracts and ensure compliance with quality standards, including label oversight and product registration documentation.
• Record minutes during operations reviews, maintain issue/action registers, update regional trackers and project management boards, and prepare reports and presentations for management.
• Assist with onboarding and human resources administrative tasks in collaboration with the Arada people team.

Required Qualifications and Experience

• Bachelor’s degree or equivalent educational qualification is necessary.
• Prior experience working within GCC countries, especially with knowledge of UAE-specific licensing, permits, municipality procedures, visas, and authority compliance is essential.
• Demonstrated administrative or coordination experience spanning multiple functions simultaneously, managing competing priorities efficiently.
• Background in food and beverage, hospitality, or multi-site retail environments, with familiarity in managing retail network and production operations.

Skills and Competencies

• Methodical work style relying on registers, trackers, and organizational systems rather than memory; effectively handling cross-departmental coordination across operations, legal, finance, projects, and marketing.
• Strong proficiency with technology including Microsoft 365 suite, Microsoft Teams, monday.com, SharePoint, and AI tools, with quick adaptability to new platforms.