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: -
- The candidate must possess at least a Diploma or equivalent with at least 1 year’s 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.
- 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
