ADMIN EXECUTIVE

JOB SUMMARY

Kaisar Pharmacy is seeking a responsible, organized and proactive Admin Executive to manage administrative operations, compliance matters and documentation across the company’s pharmacy outlets and headquarters.

This role plays an important part in ensuring that all outlets operate smoothly by managing licenses, tenancy documentation, maintenance coordination, administrative records and compliance matters for the organization.

The candidate must be able to coordinate with multiple outlets, government authorities, landlords and vendors while maintaining proper documentation and administrative systems.

KEY RESPONSIBILITIES

1. Licensing & Compliance Management

• Manage and monitor renewal of all operational licenses including local council licenses, pharmacy licenses and other regulatory permits.
• Maintain proper records of all compliance documents for pharmacy outlets.
• Liaise with relevant government authorities, local councils and regulatory bodies.
• Maintain a license tracking system to ensure timely renewal and compliance across all outlets.
• Ensure company outlets operate with valid licenses and regulatory compliance.

2. Tenancy & Property Administration

• Manage and maintain tenancy agreements, renewal schedules and landlord correspondence.
• Monitor tenancy expiry dates and renewal timelines.
• Maintain proper filing and documentation of tenancy agreements.
• Liaise with landlords and property management companies when required.

3. Company Administration & Documentation

• Maintain and organize company administrative records and filing systems (both physical and digital).
• Handle director documentation, official company documents and corporate records.
• Ensure proper safekeeping and organization of all company administrative files.

4. Office Administration

• Download and maintain bank statements and administrative financial records.
• Manage procurement and distribution of office stationery and administrative supplies.
• Coordinate staff uniform orders for outlets and HQ.
• Maintain inventory records for office supplies and administrative materials.

5. Utilities & Operational Records

• Monitor and track utilities bills including electricity, water and internet services for outlets and HQ.
• Maintain proper documentation and records for utilities and operational expenses.

6. Maintenance & Facility Coordination

• Coordinate maintenance and repair issues for pharmacy outlets and HQ.
• Liaise with contractors, technicians and service providers to resolve issues promptly.
• Maintain records of maintenance requests and service reports.

7. Vendor & Contractor Coordination

• Liaise with external vendors, contractors and service providers for operational support.
• Maintain updated vendor records and service documentation.

8. Outlet Administration Support

• Act as an administrative liaison between HQ and pharmacy outlets.
• Assist outlets with administrative documentation and operational matters.
• Support outlet teams with administrative coordination when required.

9. New Outlet Setup Support

• Assist in administrative preparation for new outlet openings, including documentation, licensing and tenancy records.
• Support documentation related to outlet relocation or closure if necessary.

10. Company Assets & Records

• Maintain records of company assets, office equipment and outlet administrative supplies.
• Ensure proper tracking and documentation of company assets.

11. Courier & Document Management

• Manage courier arrangements and document dispatch between HQ, outlets and external parties.
• Ensure timely and secure handling of company documents.

12. Administrative Monitoring & Reporting

Maintain administrative tracking systems for:

• Licenses
• Tenancy agreements
• Compliance deadlines
• Maintenance records
• Prepare administrative reports and updates for management when required.

JOB REQUIREMENTS

• Diploma or Degree in Business Administration, Management or related field
• Minimum 2–3 years experience in administration or operations support
• Experience handling licensing, tenancy or compliance documentation will be an advantage
• Experience supporting multi-outlet operations or retail chains is preferred
• Strong organizational and documentation skills
• Good coordination and communication skills
• Proficient in Microsoft Office (Excel, Word, Outlook)
• Personal Attributes
• Highly organized and detail-oriented
• Responsible and proactive
• Strong follow-up and coordination skills
• Able to manage multiple tasks efficiently
• Able to handle confidential company information professionally

ADDITIONAL REQUIREMENTS

• Willing to travel to outlets or government offices when required
• Able to work in a fast-paced multi-outlet retail environment

Why Join Kaisar Pharmacy?

• One of the fast-growing community pharmacy chains in Malaysia
• Opportunity to support operations across multiple pharmacy outlets nationwide
• Dynamic and professional working environment
• Opportunity for career growth within the organization