Assistant Manager - Administration

QL Kitchen Sdn Bhd; Shah Alam; On-site; MYR 60,000 - 100,000; Full time

Job summary

QL Kitchen Sdn Bhd in Shah Alam is seeking an experienced Operations and Administration Supervisor to oversee waste management, office administration, laundry, documentation control, and factory support services.

You will coordinate with vendors, ensure compliance with ISO/HACCP/GMP, manage asset records, and maintain audit-ready documentation while ensuring a clean and safe working environment.

Responsibilities

• Oversee daily waste segregation, collection, removal, and disposal for food waste, general waste, and recyclables.
• Ensure compliance with municipal regulations and internal food safety SOPs.
• Manage and monitor licensed waste contractors, including service schedule and performance.
• Ensure waste areas are clean, odour‑controlled, and audit‑ready at all times.
• Track waste volume and cost; recommend improvement or reduction initiatives.
• Manage hygiene standards for factory support areas (corridors, changing rooms, restrooms, pantry, drainage areas).
• Ensure cleaning schedules, checklists, and periodic deep‑cleaning are executed.
• Conduct internal hygiene inspections and close corrective actions.
• Coordinate with hygiene/cleaning vendors and ensure service levels are met.
• Support ISO, GMP, HACCP, BRC, Halal, and internal hygiene audits with complete documentation.
• Oversee office operational needs including stationery, pantry items, mail, courier, and meeting room management.
• Manage daily building/office maintenance: plumbing, electrical, air‑conditioning, pest control, and office repairs.
• Monitor contractor/technician activities and ensure timely completion of work orders.
• Handle access cards, lockers, keys, and office seating arrangement.
• Ensure a safe, clean, and conducive office environment for staff.
• Manage daily and weekly uniform laundry operations and vendor performance.
• Ensure proper collection, washing, drying, and distribution of uniforms.
• Oversee uniform issuance, replacement, stock count, and records for all employees.
• Ensure uniforms meet hygiene standards required in food manufacturing.
• Manage stamping of official contracts, agreements, and documents according to company policy.
• Maintain a secure register of stamp usage, tracking document category, date, and approver.
• Ensure proper compliance with internal audit and legal requirements.
• Coordinate with HQ/Group departments for documentation sign-off when needed.
• Maintain full inventory of company assets including machinery, tools, equipment, and furniture.
• Oversee asset tagging, movement, issuance, and disposal in accordance with SOP.
• Conduct annual and periodic asset verification with Operations and Finance.
• Ensure factory support assets are functioning and well-maintained.
• Maintain and update Admin records, permits, SOPs, cleaning checklists, audit logs, contract files, and asset documents.
• Ensure all documents are properly filed, version-controlled, and audit-ready.
• Support audit teams during ISO, HACCP, Halal, GMP, and internal compliance audits.

Job description

• Oversee daily waste segregation, collection, removal, and disposal for food waste, general waste, and recyclables.
• Ensure compliance with municipal regulations and internal food safety SOPs.
• Manage and monitor licensed waste contractors, including service schedule and performance.
• Ensure waste areas are clean, odour‑controlled, and audit‑ready at all times.
• Track waste volume and cost; recommend improvement or reduction initiatives.
• Manage hygiene standards for factory support areas (corridors, changing rooms, restrooms, pantry, drainage areas).
• Ensure cleaning schedules, checklists, and periodic deep‑cleaning are executed.
• Conduct internal hygiene inspections and close corrective actions.
• Coordinate with hygiene/cleaning vendors and ensure service levels are met.
• Support ISO, GMP, HACCP, BRC, Halal, and internal hygiene audits with complete documentation.

3. Office Administration

• Oversee office operational needs including stationery, pantry items, mail, courier, and meeting room management.
• Manage daily building/office maintenance: plumbing, electrical, air‑conditioning, pest control, and office repairs.
• Monitor contractor/technician activities and ensure timely completion of work orders.
• Handle access cards, lockers, keys, and office seating arrangement.
• Ensure a safe, clean, and conducive office environment for staff.

4. Laundry Management

• Manage daily and weekly uniform laundry operations and vendor performance.
• Ensure proper collection, washing, drying, and distribution of uniforms.
• Oversee uniform issuance, replacement, stock count, and records for all employees.
• Ensure uniforms meet hygiene standards required in food manufacturing.

5. Company Compliance

• Manage stamping of official contracts, agreements, and documents according to company policy.
• Maintain a secure register of stamp usage, tracking document category, date, and approver.
• Ensure proper compliance with internal audit and legal requirements.
• Coordinate with HQ/Group departments for documentation sign-off when needed.

6. Factory Administration

• Maintain full inventory of company assets including machinery, tools, equipment, and furniture.
• Oversee asset tagging, movement, issuance, and disposal in accordance with SOP.
• Conduct annual and periodic asset verification with Operations and Finance.
• Ensure factory support assets are functioning and well-maintained.

7. Documentation Control

• Maintain and update Admin records, permits, SOPs, cleaning checklists, audit logs, contract files, and asset documents.
• Ensure all documents are properly filed, version-controlled, and audit-ready.
• Support audit teams during ISO, HACCP, Halal, GMP, and internal compliance audits.