Executive, Admin

**1. Job Purpose**

To provide administrative, operational, and coordination support to ensure smooth daily operations of ASQ retail stores. The role supports documentation, inventory control, logistics, store operations, and assists management in ensuring compliance with company standards and processes.

**2. Key Responsibilities**

**A. Administrative Support**
- Handle day-to-day administrative tasks, documentation, filing, and record management.
- Prepare letters, reports, meeting minutes, and internal communication.
- Manage staff rosters, attendance tracking, and leave coordination for retail teams.
- Support vendor coordination, quotations, and invoice processing for approvals.
- Maintain contract files, licenses, store documents, and compliance-related records.

**B. Retail Operations Support**
- Assist store teams in ensuring store readiness, cleanliness, and adherence to ASQ brand standards.
- Coordinate daily store operational needs including supplies, uniforms, equipment, and merchandising materials.
- Monitor store SOP compliance and follow-up on corrective actions.
- Assist with arranging product testers, display materials, and in-store promotions.

**C. Inventory & Logistics Coordination**
- Coordinate stock movement between warehouse and stores.
- Assist in checking stock accuracy, discrepancies, and damage reporting.
- Support monthly and ad-hoc stock count activities.
- Track store inventory levels and ensure timely replenishment.

**D. Procurement & Vendor Management**
- Liaise with suppliers on orders, deliveries, and service-related issues.
- Maintain and update vendor lists, price comparisons, and purchase records.
- Ensure proper documentation for procurement activities.

**E. Operations Reporting**
- Prepare weekly/monthly operations reports (stock, store issues, maintenance requests, etc.).
- Track operational KPIs and highlight issues to management.
- Support audit preparation and documentation.

**F. Store Maintenance & Support Services**
- Coordinate maintenance and repair works for stores with landlords or service providers.
- Ensure timely follow-up on facility issues (lighting, signage, counters, air-conditioning, etc.).
- Monitor completion of service requests and maintain maintenance logs.

**G. Ad-Hoc Duties**
- Assist in store openings, events, and promotional activities.
- Support HR during recruitment or onboarding of retail staff (if required).
- Any other tasks as assigned by the Retail Manager or Country Manager.

**3. Job Requirements**
- Minimum Diploma in Business Administration, Operations Management, Retail Management, or related fields.
- 1-3 years of experience in administration, retail operations, or office coordination.
- Experience in retail or FMCG environment is an added advantage.
- Good communication and coordination skills.
- Proficient in Microsoft Office (Word, Excel, PowerPoint).
- Strong organisational skills and attention to detail.
- Able to multitask and work under mínimal supervision.
- Able to work with store teams and external vendors.

**4. Skills & Competencies**
- Strong administrative and organisational skills
- Basic retail operations knowledge
- Coordination and problem-solving abilities
- Good communication and interpersonal skills
- Time management and prioritisation
- Ability to work in a fast-paced environment
- Professional and customer-oriented mindset

**5. Contract Terms**
- **Employment Type**: 6-month contract
- **Working Hours**: Monday-Friday (with occasional weekend support for events/store matters)
- **Location**: Based at HQ with occasional visits to TRX or other store locations

**Job Types**: Contract, Temporary, Fresh graduate
Contract length: 6 months

Work Location: In person