Executive, Food Service

Sunway Medical Centre Penang; Seberang Perai; On-site; MYR 36,000 - 72,000; Full time

Job summary

Sunway Medical Centre Penang is seeking an experienced Administrative Officer to maintain compliance records, manage staff files, and prepare monthly reports across ward, banquet, and CSI metrics. The role supports managers, supervises food service staff, and coordinates procurement, inventory, and kitchen operations in a healthcare setting.

The successful candidate will have a diploma in hospitality or related certification, 2+ years in F&B or healthcare admin, and strong MS Office skills for

Qualifications

• A Diploma in Hospitality Management, professional food-related certification, or professional secretarial certification will be an added advantage.
• Minimum 2 years of relevant working experience in the F&B or healthcare industry.
• Previous administrative experience is an added advantage.
• Computer literate with good knowledge of Microsoft Office applications, particularly Excel and Word.
• Basic knowledge of HALAL, ISO, JCI, HACCP, MSQH, ACHS, and food safety standards.
• Knowledge of food service operations and banquet setup is an advantage.
• Good communication, organizational, and coordination skills.
• Basic supervisory, problem-solving, and analytical skills.
• Good grooming standards and a professional attitude.
• Responsible, reliable, customer-service-oriented, and able to work independently.
• Able to plan, coordinate, and manage tasks effectively.
• Willing to work weekends and public holidays, within the approved working hours.
• Flexible and cooperative in carrying out assigned duties.

Responsibilities

• Maintain and update departmental records and documentation for compliance.
• Maintain staff attendance, overtime, punctuality, training records, personal files, and outsourced staff attendance records.
• Prepare monthly reports, including ward charges, banquet charges, food transfers, customer service, management, and CSI reports.
• Maintain records for typhoid vaccinations, food handlers, breakages, temperature monitoring, and other operational activities.
• Manage invoices, credit notes, PRs, and POs.
• Update kitchen inspection reports and maintain MOU/MOI documentation for legal services.
• Organize departmental files and ensure the administrative office remains clean and tidy.
• Monitor stationery requirements and coordinate orders.
• Assist with annual training plans and evaluate training effectiveness.
• Coordinate water dispenser installations, maintenance, and related issues.
• Arrange departmental meetings and prepare meeting minutes.
• Provide operational support to the Assistant Manager and Manager as required.
• Supervise and guide the food service team when necessary.
• Assist with cost control and wastage reduction.
• Coordinate banquet bookings, meal orders, and arrangements with the kitchen and external food vendors.
• Assist with store operations, including stock receiving, issuing, ordering, and inventory coordination.
• Monitor fire extinguisher validity and expiry dates.
• Coordinate scheduled kitchen utensil testing, staff hand swab tests, and food sampling, including documentation and follow-up on corrective actions.
• Monitor hygiene, cleanliness, and food safety standards throughout daily operations.
• Ensure staff comply with PPE and hygiene requirements.
• Ensure meals are properly covered and served at appropriate temperatures.
• Ensure proper handwashing and safe food-handling practices.
• Identify and report food safety concerns, non-conforming raw materials, and unsuitable items.
• Participate in root cause analysis and implement corrective and preventive actions for food service incidents.
• Maintain punctuality, good attendance, and professional conduct.
• Provide courteous and professional service to patients, customers, and colleagues.
• Ensure compliance with departmental policies, procedures, and service standards.
• Follow up on assigned tasks and provide timely updates to superiors.
• Participate in departmental quality improvement initiatives and risk management activities.
• Support compliance with departmental standards, policies, and procedures.
• Identify operational gaps and assist in implementing improvements to service quality and efficiency.
• Comply with occupational safety, health, and environmental policies and procedures.
• Take reasonable care of personal safety and the safety of others in the workplace.
• Use the protective equipment provided by the employer.
• Participate in ESH training, safety drills, and awareness programmes.
• Support waste reduction, energy conservation, and pollution prevention initiatives.
• Cooperate during inspections, audits, and emergency response activities.

Skills

MS Office

Coordination

Communication

Documentation

Time management

Education

Diploma in Hospitality

Tools

Excel

Word

CRM software

Job description

Maintain and update departmental records and documentation for JCI, MSQH, ACHS, HALAL, and other compliance requirements.

Maintain staff attendance, overtime, punctuality, training records, personal files, and outsourced staff attendance records.

Prepare monthly reports, including ward charges, banquet charges, food transfers, customer service, management, and CSI reports.

Maintain records for typhoid vaccinations, food handlers, breakages, temperature monitoring, and other operational activities.

Manage invoices, credit notes, purchase requisitions (PR), and purchase orders (PO).

Update kitchen inspection reports and maintain MOU/MOI documentation for legal services.

Organize departmental files and ensure the administrative office remains clean and tidy.

Monitor stationery requirements and coordinate orders.

Assist with annual training plans and evaluate training effectiveness.

2. Operational Support

Coordinate water dispenser installations, maintenance, and related issues throughout the medical centre.

Arrange departmental meetings and prepare meeting minutes.

Provide operational support to the Assistant Manager and Manager as required.

Supervise and guide the food service team when necessary.

Assist with cost control and wastage reduction.

Coordinate banquet bookings, meal orders, and arrangements with the kitchen and external food vendors.

Assist with store operations, including stock receiving, issuing, ordering, and inventory coordination.

Monitor fire extinguisher validity and expiry dates.

Coordinate scheduled kitchen utensil testing, staff hand swab tests, and food sampling, including documentation and follow-up on corrective actions.

Monitor hygiene, cleanliness, and food safety standards throughout daily operations.

Ensure staff comply with personal protective equipment (PPE) and personal hygiene requirements.

Ensure meals are properly covered and served at appropriate temperatures.

Ensure proper handwashing and safe food-handling practices.

Identify and report food safety concerns, non-conforming raw materials, and unsuitable items.

Participate in root cause analysis and implement corrective and preventive actions for food service incidents.

4. Service Standards & Professional Conduct

Ensure compliance with departmental grooming, uniform, and personal hygiene standards.

Maintain punctuality, good attendance, and professional conduct.

Provide courteous and professional service to patients, customers, and colleagues.

Ensure compliance with departmental policies, procedures, and service standards.

Follow up on assigned tasks and provide timely updates to superiors.

5. Quality Improvement & Risk Management

Participate in departmental quality improvement initiatives and risk management activities.

Support compliance with departmental standards, policies, and procedures.

Identify operational gaps and assist in implementing improvements to service quality and efficiency.

6. Environment, Safety & Health (ESH)

Comply with occupational safety, health, and environmental policies and procedures.

Take reasonable care of personal safety and the safety of others in the workplace.

Use the protective equipment provided by the employer.

Participate in ESH training, safety drills, and awareness programmes.

Support waste reduction, energy conservation, and pollution prevention initiatives.

Cooperate during inspections, audits, and emergency response activities.

Requirements

A Diploma in Hospitality Management, professional food-related certification, or professional secretarial certification will be an added advantage.

Minimum 2 years of relevant working experience in the Food & Beverage (F&B) or healthcare industry.

Previous administrative experience is an added advantage.

Computer literate with good knowledge of Microsoft Office applications, particularly Excel and Word.

Basic knowledge of HALAL, ISO, JCI, HACCP, MSQH, ACHS, and food safety standards.

Knowledge of food service operations and banquet setup is an advantage.

Good communication, organizational, and coordination skills.

Basic supervisory, problem-solving, and analytical skills.

Good grooming standards and a professional attitude.

Responsible, reliable, customer-service-oriented, and able to work independently.

Able to plan, coordinate, and manage tasks effectively.

Willing to work weekends and public holidays, within the approved working hours.

Flexible and cooperative in carrying out assigned duties.

Sunway Healthcare is part of the Sunway Group, one of Malaysia's largest conglomerates with core interest in property, construction, education and healthcare. The group currently runs Sunway Medical Centre, which is one of the largest private tertiary hospitals in the region with 636 beds and is accredited with the Australian Council on Healthcare Standards (ACHS). The group is also building 5 more hospitals in different cities in Malaysia which will complete in stages over the next four years.

Sunway Healthcare is part of the Sunway Group, one of Malaysia's largest conglomerates with core interest in property, construction, education and healthcare. The group currently runs Sunway Medical Centre, which is one of the largest private tertiary hospitals in the region with 636 beds and is accredited with the Australian Council on Healthcare Standards (ACHS). The group is also building 5 more hospitals in different cities in Malaysia which will complete in stages over the next four years.