Intern, Operation Admin

SCOPE AND GENERAL PURPOSE OF THE JOB :

We are seeking a responsible and organized Facility & Maintenance Intern (Admin Support) to assist our Facilities team with daily administrative tasks, documentation, and coordination work. This role is ideal for students studying Business Administration, Facilities Management, Property Management, Engineering, or related fields who want exposure to facility operations with a strong administrative focus.

MAIN DUTIES AND RESPONSIBILITIES :

• Receive, check, and review all invoices for accuracy prior to payment.
• Correspond between all parties when an inaccuracy is detected in the invoice and arrange for correction.
• Forward all reviewed invoices for final verification to the manager’s approval.
• Follow up on all stores and warehouse license expiry dates, alert and arrange for renewal.
• Liaise with the Customer Service department of all stores for the proper display of all licenses.
• Prepare analysis report for estimation cost for new upcoming stores, lighting, renovation, security, mis-cabling, computer, and printers.
• Preparing a letter to building management on the matter of tenancy, maintenance, leakage, promotion, fire-protection, early closure, and minor or major renovation.
• To analysis the Preventive Maintenance Contract for lighting and cabling.
• Provide information to the Security Company (IDS) about the person in-charge of opening and closing the store.
• To raise and get approval from the Managing Director for CAPEX purchase items such as Sensormatic posts, lighting, etc.
• Arrange Puspakom inspection and renewal of road tax for Company truck.
• Liaise with building management to apply for a night work permit if requested by the store manager or vendor.
• Arrange a security guard and inform CMS (Central Monitoring System) Singapore for night works by the vendor.
• Liaise with MACP (Music Authors’ Copyright Protection Berhad) on the submission of new applications and renewal of all licenses on the use of music works which are broadcast and publicly performed within the store.
• Apply Copyright Licenses and renewal with PPM (Public Performance Malaysia) on the playing or showing of their sound recordings and music videos within stores.
• Compile all relevant claims, supporting documentation, and submit to the insurance company for approval and compensation as the insured.
• To carry out other duties as and whenever required by the immediate superior.

REQUIREMENT:

• Currently pursuing a Diploma or Degree in Business Admin, Facilities Management, Property Management, Engineering, or related fields.
• Able to commit to a 6‑month internship.
• Strong organizational and administrative skills.
• Good communication skills and ability to coordinate with multiple parties.
• Proficient in Microsoft Excel, Word, and basic reporting tasks.
• Responsible, detail‑oriented, and eager to learn.