Contract - Franchise Administration

**Job Summary**
- Responsible for general franchise administration and coordination of domestic franchise / direct operations including business license and permit management, documentation, correspondence, clerical support, and others administrative or ad hoc duties as assigned.
- Responsible for general franchise administration and coordination for domestic franchise operations, including documentation such as agreements, correspondence, and clerical tasks as well as performing ad hoc duties as required. Represents KAP in the franchise development process for new and existing franchisees by handling preliminary requests and required information or documentation.

**Key Responsibilities and Accountabilities**:
- Track deposit refunds and ensure timely follow up for completion within the required timelines.
- Raise payment requisitions via Expenditure Authorization Form (“EAF”) with supporting document.
- Manage Dewan Bahasa dan Pustaka (DBP) registration for signage, ensuring compliance with language regulations and timely submission of required documents.
- Follow up on payment processing and vendors / suppliers claims.
- Perform procurement tasks by preparing quotation comparisons and issuing POFs and purchase orders (POs) exclusively for the KAP and OTK entity using the NAV system.
- Prepare and issue Non-Compliance Letters (i.e. unapproved/expired product, insufficient Muslim staff, business license or etc.) based on Operations requests.
- Track and follow up on their resolution status according to company compliance flow.
- Respond to inquiries from franchisees and the operations department
- Provide administrative support duties to Franchise Admin and Operations Support Department including filing, typing, copying, binding, scanning and data entry.
- Arrange monthly meetings for Franchise admin & Operations Support and Franchise Operations Department including agenda preparation, invitations, slide compilation and minute-taking.
- Assist in scheduled reports and documentation of departmental processes, ensuring confidentiality of all processed data.
- Compile and maintain internal reports such as Google Review Results, Monthly Calendar Planner, Outlet Visitation Checklist, Allocation, Promotion lists etc.
- Serve as backup user to pull sales data report (i.e. weekly sales, hourly sales or etc.) upon requested or assigned by HODs.
- Develop and maintain an efficient filing system, both electronically and physically.
- Perform any other tasks or responsibilities as assigned by HODs from time to time.
- Maintain and update Franchise Database via TreeAMS System and General Franchise Agreement List.
- Liaise with potential and existing franchisees for the preparation and follow-up of relevant documents including:
- a) Franchise Application Form

b) Business Plan

c) Personal Data Protection Notice

d) Deed of Confidentiality

e) Statutory Declaration Form (AMLA)

f) Anti-Bribery and Corruption (ABC) Policy Form

g) Letter of Intent

h) Conditional Grant of Franchise License

i) Franchise Agreement

j) Addendum (i.e. Change of Company Name, Director, Outlet Concept, Relocation

and Opening Support Marketing Materials)

k) Personal Guarantee and Indemnity Agreement

l) Halal Certification Agreement

m) Letter of Offer Renewal of Franchise License

n) Deed of Mutual Termination

o) Outlet Information Update Form

p) Outlet Closure Approval Form
- Monitor the collection of Franchise Fees, Relocation Fees, Renewal Fees, Security Deposits, Royalty Fees and A&P Fees.
- Notify the Finance Department for billing or refunds in relation to Initial Payments, Renewals, Relocations, Security Deposits, Training Fees and Technical Support Fees.
- Provide updates and notify the relevant PICs or departments of any changes to franchisee or inter-company corporate information, including the formation of new companies, changes in directors, shareholders, and registered office addresses.
- Raise payment requisitions via Expenditure Authorization Form (“EAF”) with supporting comparisons tables and quotations, in line with company policy and approval matrix.
- Coordinate document execution and stamping at Inland Revenue Department or via STAMPS web portal for:
- a) Franchise Agreement

b) Franchise Agreement (Final Extension)

c) Letter of Offer Renewal of Franchise License

d) Personal Guarantee and Indemnity Agreement

e) Deed of Mutual Termination

f) Sale and Purchase Agreement

g) Deed of Rescission Agreement and Mutual Release
- Prepare and circulate reminder letters, notices or memo to franchisees on franchise license matters.
- Prepare and Circulate announcements for outlet opening, closures, ownership changes or relocation for the Franchise Outlet.
- Register new and existing franchisees in the Malaysia Franchise Express (“MyFex”) web portal, assist with franchisee query and ensure registration fee payments are made to KUSKOP.
- Compile and submit Annual Reports to KUSKOP, PERNAS and MFA.
- Compile and submit “Pindaan M