Operation Admin

JOB RESPONSIBILITIES:

Daily Opening & Closing Message

• Prepare and send daily Opening and Closing Message according to company SOP.
• Ensure the required information is accurate and submitted within the specified time.

Monitor 3 Daily SMS – Operation Group

• Monitor the 3 Daily message submitted by Area Supervisors / Senior Supervisors.
• Ensure submissions are complete, accurate and comply with company SOP.
• Follow up on missing or incomplete updates when necessary.

Monitor 5 Daily SMS – Outlet Groups

• Monitor the 5 Daily SMS submitted by outlet teams.
• Ensure outlet updates are submitted correctly and on time.
• Follow up with outlet staff regarding missing or incomplete information.

CCTV Monitoring & Reporting

• Conduct regular CCTV monitoring of outlets.
• Monitor staff attendance, work practices, outlet operations, product display and customer peak hours.
• Review CCTV recordings when operational incidents or discrepancies occur.
• Prepare reports and highlight any irregularities to the relevant person in charge.

Meeting Agenda & Paperwork

• Collect and compile meeting topics from the Operation Team and Supervisors.
• Prepare Meeting Agenda and relevant paperwork before scheduled meetings.
• Ensure meeting materials are ready within the required timeline.

Outlet Masterlist Management

• Maintain and update the Outlet Masterlist regularly.
• Update staff recruitment, training, probation, allowance, commission, benefits, birthday, resignation and disciplinary information.
• Maintain Food Handling Course and Typhoid Injection records.
• Ensure all information is accurate, complete and up to date.

New Staff Recruitment Procedure Flow

• Monitor the recruitment and onboarding process from interview through training, probation and confirmation.
• Follow up on required staff documentation and training records.
• Monitor the process until staff confirmation, resignation or termination.
• Ensure no recruitment-related task or documentation is left pending.

Memo Preparation & Distribution

• Prepare operational memos and announcements for outlet staff.
• Coordinate with the Operation Executive before issuing official memos.
• Distribute memos through the designated WhatsApp groups and physical copies where required.
• Maintain proper records of issued memos.

Shopping Mall Work Permit Application

• Prepare and submit work permit applications to relevant shopping malls.
• Ensure forms and supporting documents are complete and accurate.
• Submit applications according to the mall's required timeline.
• Follow up on permit status when necessary.

Hardcopy & Softcopy Filing

• Organize and maintain hardcopy and softcopy operational records.
• Ensure documents are properly labelled, filed and easy to retrieve.
• Maintain staff, outlet, stock, HR and other relevant operational documentation.

Outlet Uniform Stock Control

• Monitor uniform stock balance and movement.
• Record uniform stock received and issued to outlets.
• Maintain stock records for uniforms, aprons, caps, face shields and other related items.
• Coordinate with Reception / Front Counter for stock issue documentation.
• Ensure sufficient stock is maintained for outlet requirements.

JOB REQUIREMENTS:

• Minimum Diploma in a relevant field with at least 1–2 years of working experience in F&B operations, administration or a related field.
• Willing to learn and able to demonstrate good problem-solving skills.
• Positive mindset, well-organized, responsible and able to multitask.
• Able to work independently with minimal supervision.
• Proficient in Microsoft Word and Microsoft Excel.
• Good communication and coordination skills.
• Detail-oriented with good record-keeping and documentation skills.
• HR knowledge or relevant HR experience will be an added advantage.
• Experience in F&B or outlet operations will be an advantage.

Pay: RM1,800.00 - RM2,300.00 per month

Work Location: In person