Key Responsibilities
1. Corporate Sales & Voucher Fulfilment
- Support the full lifecycle of corporate voucher sales through documentation, coordination, and reporting.
- Assist in preparing corporate quotations, proforma invoices, and tracking payment confirmations.
- Issue vouchers after payment verification and update internal logs accurately.
- Coordinate delivery of vouchers and ensure acknowledgment from clients.
- Maintain up to date digital and physical records of all voucher related documents.
- Assist in preparing monthly reports on voucher inventory and sales performance.
2. Event Coordination & Logistics Support
- Provide support during internal and external events to ensure smooth execution.
Pre Event:
- Assist in logistics preparation: packing, labeling, documentation, and materials arrangement.
- Coordinate delivery schedules with the warehouse and logistics teams.
- Prepare checklists, attendance sheets, and assist with poster or signage printing.
During Event:
- Support booth setup and manage basic logistics on-site.
- Provide staff coordination assistance and restocking support.
Post Event:
- Receive and count returned stock and reconcile with system records.
- Collect and file all event sales summaries, receipts, and claims for submission.
- Assist in organising and returning remaining stock to the warehouse.
3. New Outlet Opening Support
- Assist in administrative and logistics preparation for new outlet launches.
- Track and verify the delivery of opening stock, equipment, and supplies.
- Help maintain opening checklists and update progress in shared documents.
- Assist on site during outlet setup and launch to support the operations team.
4. Inventory & Supply Chain Support
- Assist in the coordination of stock orders, documentation, and returns across outlets.
- Consolidate monthly and bi monthly product orders from outlets using standard templates.
- Prepare and review draft Purchase Requisitions (PRs) with item details and justification notes.
- Track PR submissions, approvals, and follow up with relevant departments when needed.
- Coordinate with outlets and warehouse teams for returns, disposal, or movement of stock.
- Support the preparation of monthly inventory usage reports and maintain related files.
5. SPA Rating Application Support
- Help coordinate the documentation and logistics required for outlet ratings.
- Collect forms, photos, and supporting documents required for SPA application or renewal.
- Assist in scheduling site cleanings and deliveries of inspection materials.
- Provide clerical support during SPA inspections and maintain rating records
6. General Administrative & Clerical Duties
- Support routine office and operations administration to ensure accuracy and timely completion of work.
- Compile, scan, and organise operational documents (PRs, invoices, reports, checklists, etc.).
- Perform basic data entry and document checking to ensure completeness and accuracy.
- Track submission timelines and follow up to ensure deadlines are met.
- Maintain and update filing systems, both physical and digital, for easy document retrieval.
- Provide general clerical support including printing, photocopying, and preparing simple reports.
Requirements
1. Education & Experience
- Minimum Diploma in Business Administration, Event Management, or a related field.
- 1–2 years of experience in administrative, sales support, or clerical roles.
2. Skills & Competencies
- High attention to detail and accuracy in data and document checking.
- Proficient in Microsoft Office (Excel, Word) and Google Workspace (Docs, Sheets).
- Strong organisation skills with the ability to manage multiple tasks and meet deadlines.
- Good interpersonal and communication skills for coordination and follow ups.
- Able to work independently with minimal supervision while supporting the broader team.
3. Other Requirements
- Willingness to support events and outlet openings during weekends or outside standard hours if required.
- Comfortable with basic logistics work and assisting in on site operational activities.
