This role supports the retail expansion team in managing documentation, coordination, reporting and administrative processes related to new store openings, relocations and expansion activities.
Responsibilities:
Retail Expansion Documentation & Tracking
- Maintain and update retail expansion trackers, timelines, and status reports.
- Organize and manage expansion-related documents including tenancy agreements, approvals, licenses, and project files.
- Monitor project progress and follow up with relevant stakeholders to ensure deadlines are met.
- Ensure proper filing and record retention for audit and operational purposes.
Lease & Site Documentation Support
- Assist in preparing, compiling, and reviewing lease-related documentation.
- Coordinate with landlords for tenancy agreement execution and supporting documents.
- Support site acquisition documentation and outlet handover processes.
Authority & Mall Submission Coordination
- Coordinate submission of required documents to local authorities, malls, and relevant agencies.
- Follow up on approvals, permits, licenses, and compliance requirements for new and existing outlets.
- Liaise with internal departments and external parties to ensure timely completion of submissions.
- Maintain updated records of submission status and approval timelines.
Procurement & Payment Coordination
- Prepare and coordinate purchase requisitions, purchase orders, and vendor documentation.
- Assist in processing invoices, payment requests, and expense tracking related to expansion projects.
- Coordinate with Finance and Procurement teams to ensure timely payment processing.
- Maintain accurate records of project costs and supporting documents.
Reporting & Process Improvement
- Prepare weekly/monthly expansion reports and project updates for management review.
- Identify opportunities to improve administrative workflows and documentation processes.
- Any other ad hoc duties as assigned by Management.
Job Requirements:
- Diploma or Bachelor's Degree in Business Administration, Management, Property Management, or related field.
- Minimum 1–3 years of administrative experience, preferably in retail, property, leasing, or expansion environment.
- Good organizational and documentation management skills.
- Strong communication and coordination abilities.
- Proficient in Microsoft Office applications, especially Excel and PowerPoint.
- Able to multitask, work independently, and meet deadlines in a fast-paced environment.
