Retail Operation & Admin Executive

Position: Retail Operations & Admin Executive
Department: Administration
Reports To: Matrix Reporting

Position Overview: We are looking for a seasoned and proactive Operations Admin & HR Executive with a minimum of 3 years of experience to join our team. This role requires a mature individual who can handle stress, navigate challenges, and maintain a positive attitude. The Executive will be responsible for supporting all administrative functions, with a focus on retail, operations, HR, warehouse, and office management.

Key Responsibilities:

Retail Administrative Support:

• Manage and oversee daily administrative tasks for retail operations.
• Coordinate and maintain accurate documentation of inventory records, sales reports, and other retail-related paperwork.
• Ensure compliance with company policies and procedures in all retail activities.

Warehouse and Operations Administrative Support:

• Supervise and manage daily administrative operations of the warehouse and office.
• Maintain accurate records of inventory, shipments, deliveries, and office supplies.
• Coordinate with logistics and supply chain teams to ensure efficient warehouse operations.
• Manage warehouse documentation, including shipping and receiving logs, and ensure compliance with health and safety regulations.

HR Administrative Support:

• Assist in preparing employment contracts, offer letters, and other HR documentation.
• Maintain accurate and up-to-date employee records and HR databases.
• Lead the recruitment process, including conducting interviews, coordinating with candidates, and facilitating the hiring process.
• Handle employee relations issues, providing timely and effective resolutions.
• Facilitate the performance appraisal process, including preparing appraisal forms, coordinating appraisal meetings, and providing guidance on performance feedback and development planning.

Company Contract Assistance and Follow-Up:

• Assist in preparing and reviewing company contracts and agreements, ensuring accuracy and compliance with legal requirements.
• Follow up on contract execution and renewal processes, coordinating with stakeholders as necessary.
• Maintain a repository of contracts and related documentation, ensuring accessibility and confidentiality.

General Administrative Tasks:

• Manage office administration duties, including managing correspondence, filing, data entry, reports, and office supplies.
• Coordinate meetings, prepare agendas, and take meeting minutes.
• Organize company events and activities, ensuring smooth execution.

Qualifications:

• Bachelor’s degree in Human Resources, Business Administration, or a related field.
• Minimum of 3 years of experience in HR, administrative, and operations roles, preferably in a retail or warehouse environment.
• Strong organizational and multitasking skills, with a keen attention to detail.
• Excellent communication and interpersonal skills, with the ability to interact effectively at all levels.
• Proficiency in MS Office (Word, Excel, PowerPoint) and HR/warehouse management software.
• Familiarity with the Malaysia Employment Act and other relevant labor laws.
• Ability to handle confidential information with discretion and professionalism.
• Proactive and able to work independently as well as part of a team.

Additional Requirements:

• Ability to thrive in a fast-paced and dynamic environment, managing multiple priorities effectively.
• Strong problem-solving skills and decision-making abilities.
• Demonstrated maturity and ability to handle stress and navigate challenges.
• Positive attitude and ability to foster a collaborative and supportive work environment.