Contract - Admin Operations Support
4 days ago
**Job Summary**
- Provide operations support to OTK personnel and the operations team. Responsibilities include handling general administrative and clerical tasks, coordinating and compiling operational information, and performing ad hoc duties as required.
**Key Responsibilities and Accountabilities**:
- Manage Pest Control Service for direct outlets, including sending a monthly service schedule for all OTK outlets and monitoring service completion.
- Manage Used Oil for direct outlets through monthly tracking, coordinating tank delivery for new outlets, and arranging tank dismantling or collection during outlet closures.
- Track and manage Fire Extinguisher renewals for direct outlets on a monthly basis.
- Oversee Central Ordering for outlets and the OTK office, coordinating with suppliers:
a) Monthly: Ecolab for Chemicals (i.e. hand soap or etc - gather category info for supplier
b) Monthly: Spirit Media for Stationery (i.e. toner or etc.)
c) Monthly: Maxcom for Toner
d) Bi-Monthly: FKF Hotel for CCU, Utensils or Equipment’s
e) Quarterly: Internal Forms
f) Quarterly: Wai Qi for Individual, Outlet and Company Stamps
g) Quarterly: Syarikat Chong for Outlet Signage
- Track on KAP Training Meals expenses submit to finance.
- Track on OTK operations expenses on a monthly basis.
- Verify Petrol Card invoices issued by SHELL, obtain approval from the relevant department HODs and then send to finance.
- Ensure gas deposit refunds for direct outlet.
- Track hostel utilities versus budget on a weekly basis, based on billing cycles. Also, open EAF claims to the finance team for outlet reimbursements monthly and then sending a standing order to the outlet.
- Track outlet electricity usage and submit a monthly report of the Top 10 outlets by usage to Operations team.
- Manage incoming courier bags from direct outlets and segregate documents before sending them to finance:
a) Segregate invoices to be couriered to Ipoh (AP Team), including water bills,
electricity bills, and supplier invoices (e.g., FKF Hotel & Restaurant, Spirit Media,
Nissel, fire extinguisher services).
b) Send outlet petty cash claims to Farahin for verification.
c) Marketing Promotion vouchers.
- Conduct daily cash voucher checks, maintain tracking, and send physical vouchers weekly to Ipoh (Attn: Ms. Suki). For any discrepancy in cash vouchers that cannot be justified by the outlet head, prepare a write off via EAF with attached incident report.
- Monitor OSHA audits and coordinate with operations teams to resolve all non-compliance issues (NCL) within 14 days.
- Perform procurement tasks by preparing quotation comparisons and issuing POFs and purchase orders (POs) exclusively for the OTK entity using the NAV system.
- Monitor and follow up on matters related to the opening and closure of direct outlets.
- Perform any additional tasks as required by HODs.
**Job Requirements: -**
- Strong coordination, communication and organizational skills with initiative and strong advocate of confidentiality.
- Computer literate, well-versed in Microsoft Office Applications (MS Word, Excel, Power Point).
- Pleasant personality with good communication and interpersonal skills.
- Language(s) preferred: English, Bahasa Malaysia, and Chinese.
- Must be a team player and able to work under pressure.
- Able to perform multi-task.
**Job Types**: Full-time, Permanent
Pay: RM1,800.00 - RM2,500.00 per month
Schedule:
- Monday to Friday
Work Location: In person
Application Deadline: 06/20/2025
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