Operations Admin / Linen & Laundry Admin Associate

Job Purpose

To ensure smooth laundry operations, accurate vendor payments, effective resolution of tenant laundry-related issues with vendors, and adequate linen stock availability in accordance with operational standards.

Key Responsibilities

1. Laundry Vendor Payment Management

a. Data Reconciliation

• Calculate the total amount payable to each laundry vendor.
• Ensure there are no discrepancies in pricing, laundry volume (kg/pcs), penalties, or additional charges in weekly/monthly invoices.

b. Payment Request Processing

• Submit payment requests to the Finance team accurately and on time, in accordance with each vendor's agreed Terms of Payment (TOP).

c. Financial Recording & OPEX Monitoring

• Prepare monthly laundry expense reports by vendor and operational unit.
• Monitor and review monthly laundry OPEX to ensure expenses are properly recorded and within budget.

2. Laundry Case Management & Quality Control

a. Case Management

• Follow up on laundry-related complaints and operational issues, such as missing items, damaged or discolored linens, unpleasant odors, or delayed laundry processing.

b. Investigation & Claims

• Track and investigate laundry-related cases with vendors.
• Coordinate compensation claims or re-wash requests in accordance with company SOPs.

c. Vendor Performance Evaluation

• Maintain incident reports and monitor vendor performance against agreed Service Level Agreements (SLAs) on a regular basis.

d. Cross-Functional Communication

• Act as the main point of contact between operational units (e.g., Housekeeping/Operations) and laundry vendors to ensure smooth coordination and issue resolution.

3. Linen Procurement & Inventory Management

a. Purchase Request

• Initiate purchase requests for new bed linens and other linen supplies based on operational needs, replacement schedules, and minimum stock levels.

b. Inventory Management

• Monitor and record linen movement through regular stock-taking.
• Control linen circulation between used, in-laundry, and warehouse stock to ensure adequate availability for daily operations.

Qualifications & Requirements

General Qualifications

1. Minimum Diploma (D3) or Bachelor's Degree (S1) in any field, preferably in Administration, Management, or Hospitality/Hotel Management.
2. Minimum 3–4 years of experience in Operations Administration, Purchasing/Procurement, Linen/Laundry Administration, or Housekeeping Management.
3. Experienced in managing and coordinating with multiple vendors (multi-vendor management).

Required Skills

1. Microsoft Excel / Google Sheets – Intermediate Level

   • Proficient in formulas such as VLOOKUP, SUMIFS, and Pivot Tables for payment reconciliation and inventory management.

2. Negotiation & Communication Skills

   • Able to communicate firmly yet persuasively when handling claims related to damaged or missing items with vendors.

3. High Attention to Detail

   • Able to accurately reconcile figures across invoices, physical records, and supporting documents with minimal errors.

4. Problem-Solving Skills

   • Responsive and proactive in resolving operational issues while ensuring daily linen availability is not disrupted.

5. Result-Driven & Target-Oriented

   • Focused on resolving issues efficiently and measurably, with a strong commitment to maintaining zero pending cases.