Sr. Admin Executive

Job Descriptions:

1. Licensing & Regulatory Administration

• Coordinate applications, renewals and amendments of business licenses and other relevant regulatory requirements.
• Maintain and update licensing trackers, including expiry dates, submission status, approvals and outstanding actions.
• Follow up with relevant government authorities, local councils and internal stakeholders on licensing matters.
• Prepare and maintain supporting documents required for license applications and renewals.
• Monitor important deadlines and highlight potential delays or issues to the Admin Manager.
• Ensure licensing and regulatory records are properly maintained and readily available for reference.

1. Tenancy & Property Administration

• Assist with the preparation, coordination, execution and filing of tenancy-related documents.
• Maintain updated tenancy records, including rental periods, expiry dates, deposits, renewals and other key information.
• Coordinate tenancy agreement stamping and related administrative documentation.
• Liaise with landlords, property agents, Finance and relevant internal stakeholders on assigned tenancy matters.
• Monitor tenancy expiry and renewal dates and highlight upcoming requirements to the Admin Manager.
• Maintain proper filing and records of tenancy agreements and supporting documents.

1. General Administration & Documentation

• Support the day-to-day administrative requirements of Head Office and outlets.
• Prepare letters, correspondence, forms and other administrative documents.
• Maintain proper filing, document control and administrative records.
• Maintain and update departmental trackers and follow up on assigned outstanding matters.
• Coordinate administrative requests received from outlets and relevant departments.
• Assist in maintaining and improving administrative templates, checklists and working procedures.

1. Reporting & Follow-Up

• Prepare and update weekly and monthly administrative status reports.
• Track assigned activities according to agreed timelines and priorities.
• Follow up on pending matters with relevant internal and external parties.
• Highlight overdue items, potential delays and matters requiring management attention.
• Provide accurate information and supporting documentation for management reporting when required.

1. Facilities & Outlet Expansion Support – Backup Function

• Provide administrative support to the Facilities Department for new outlet openings, relocations, renovations and closures, when required.
• Assist in maintaining relevant documentation, checklists, trackers and records relating to outlet-opening and facilities activities.
• Provide backup support for asset, calibration, maintenance, fire-safety and other facilities related administrative records.
• Assist with documentation and follow-up with vendors and internal stakeholders on assigned facilities matters.
• Provide administrative coverage and backup support to the Facilities Department during staff absence, peak workload or when additional assistance is required.

1. Other Administrative Support

• Assist the Admin Manager with departmental projects and assignments when required.
• Work closely with other Admin team members to ensure continuity of daily operations.
• Provide backup support within the Admin team during leave or periods of high workload.
• Perform other reasonable administrative duties assigned by the Admin Manager.

Qualifications & Experience:

• Diploma or Degree in Business Administration, Management or a related discipline.
• Preferably 5 –7 years of relevant administrative experience.
• Experience in licensing, tenancy administration, property administration or multi-outlet operations will be an advantage.
• Experience dealing with government authorities, local councils, landlords or property agents is an added advantage.
• Proficient in Microsoft Word, Excel, PowerPoint and Outlook.
• Knowledge of SharePoint or similar document-management systems is an advantage.

Advantages:

• Friendly and cozy office environment

• Clear career progression for committed individual

• Medical claim, insurance, bonus, salary increment, birthday voucher and etc

• Five working days (Monday to Friday) from 9am to 6pm

• Location is at Taman Daya, Johor Bahru.