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: -

• Administer for applications, renewals, and cancellations of Business Licenses or Permits with local authorities for direct new, existing and closed outlets only, and update relevant records in the TreeAMS system.
• 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.
• Handle applications and renewals for controlled items (e.g., cooking oil, sugar) for direct outlets only via the BLESS system, including document preparation, coordination with authorities, and follow-up to ensure compliance and approval.
• 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.
• Maintain and update franchise outlet details (i.e. company name, registration number, address, business hours, email address or etc.) in the Public Share Server.
• Register or terminate vendor applications (i.e. iPay88, Tabsquare or etc.) related to new outlet openings, franchisees details change, and closures; coordinate items return such as terminals, scanners or etc.).
• 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 Matan” to KUSKOP for any amendments to Franchise Agreement clauses.
• Elected as a Harrison Assessment user to conduct assessments for franchisee applicants.
• Verify new franchisee company or individual profile with RAMCI and Partner Search.
• Track on annual renewals for memberships or subscriptions with KUSKOP, MFA, PERNAS and Harrison.
• Attend meetings, events and training organized by KUSKOP, MFA, PERNAS and other franchise associations.
• Undertakes other tasks or duties as assigned from time to time.

Job Requirements: -

• The candidate must possess at least a Diploma or equivalent with at least 1 years’ experience in the related field.
• 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.

Job Type: Contract

Pay: RM1,800.00 - RM2,500.00 per month

Schedule:

• Monday to Friday

Work Location: In person

Application Deadline: 07/20/2025