Operation Admin

Private Advertiser; Kuching; On-site; MYR 28,000 - 39,000; Full time

Job summary

Private Advertiser is seeking a detail‑oriented Operations Assistant to support daily SMS monitoring, reporting, and documentation across outlets. You will coordinate with Area Supervisors, manage masterlists, recruitment workflow, mall permits, and maintain records.

Proficiency in Word and Excel is required and the role suits someone with 1–2 years in F&B operations or administration. Join a busy retail/outlet environment where accuracy, timeliness, and proper filing are essential to keep

Qualifications

• Minimum Diploma in a relevant field with 1–2 years of working experience in F&B operations, administration or a related field.
• Willing to learn and able to demonstrate good problem-solving skills.
• Positive mindset, well-organized, responsible and able to multitask.
• Able to work independently with minimal supervision.
• Proficient in Microsoft Word and Microsoft Excel.
• Good communication and coordination skills.
• Detail-oriented with good record-keeping and documentation skills.
• HR knowledge or relevant HR experience will be an added advantage.
• Experience in F&B or outlet operations will be an advantage.

Responsibilities

• Prepare and send daily Opening and Closing SMS according to company SOP.
• Ensure the required information is accurate and submitted within the specified time.
• Monitor 3 Daily SMS – Operation Group: Monitor the 3 Daily SMS submitted by Area Supervisors / Senior Supervisors.
• Ensure submissions are complete, accurate and comply with company SOP.
• Follow up on missing or incomplete updates when necessary.
• Monitor 5 Daily SMS – Outlet Groups: Monitor the 5 Daily SMS submitted by outlet teams.
• Ensure outlet updates are submitted correctly and on time.
• Follow up with outlet staff regarding missing or incomplete information.
• CCTV Monitoring & Reporting: Conduct regular CCTV monitoring of outlets.
• Monitor staff attendance, work practices, outlet operations, product display and customer peak hours.
• Review CCTV recordings when operational incidents or discrepancies occur.
• Prepare reports and highlight any irregularities to the relevant person in charge.
• Meeting Agenda & Paperwork: Collect and compile meeting topics from the Operation Team and Supervisors.
• Prepare Meeting Agenda and relevant paperwork before scheduled meetings.
• Ensure meeting materials are ready within the required timeline.
• Outlet Masterlist Management: Maintain and update the Outlet Masterlist regularly.
• Update staff recruitment, training, probation, allowance, commission, benefits, birthday, resignation and disciplinary information.
• Maintain Food Handling Course and Typhoid Injection records.
• Ensure all information is accurate, complete and up to date.
• New Staff Recruitment Procedure Flow: Monitor the recruitment and onboarding process from interview through training, probation and confirmation.
• Follow up on required staff documentation and training records.
• Monitor the process until staff confirmation, resignation or termination.
• Ensure no recruitment-related task or documentation is left pending.
• Prepare operational memos and announcements for outlet staff.
• Coordinate with the Operation Executive before issuing official memos.
• Distribute memos through the designated WhatsApp groups and physical copies where required.
• Maintain proper records of issued memos.
• Shopping Mall Work Permit Application: Prepare and submit work permit applications to relevant shopping malls.
• Ensure forms and supporting documents are complete and accurate.
• Submit applications according to the mall's required timeline.
• Follow up on permit status when necessary.
• Hardcopy & Softcopy Filing: Organize and maintain hardcopy and softcopy operational records.
• Ensure documents are properly labelled, filed and easy to retrieve.
• Maintain staff, outlet, stock, HR and other relevant operational documentation.
• Outlet Uniform Stock Control: Monitor uniform stock balance and movement.
• Record uniform stock received and issued to outlets.
• Maintain stock records for uniforms, aprons, caps, face shields and other related items.
• Coordinate with Reception / Front Counter for stock issue documentation.
• Ensure sufficient stock is maintained for outlet requirements.

Skills

Problem solving

Multitasking

Communication

Coordination

Detail oriented

Independent worker

Education

Diploma in relevant field

Tools

Microsoft Word

Microsoft Excel

Job description

Prepare and send daily Opening and Closing SMS according to company SOP.

Ensure the required information is accurate and submitted within the specified time.

Monitor 3 Daily SMS – Operation Group

Monitor the 3 Daily SMS submitted by Area Supervisors / Senior Supervisors.

Ensure submissions are complete, accurate and comply with company SOP.

Follow up on missing or incomplete updates when necessary.

Monitor 5 Daily SMS – Outlet Groups

Monitor the 5 Daily SMS submitted by outlet teams.

Ensure outlet updates are submitted correctly and on time.

Follow up with outlet staff regarding missing or incomplete information.

CCTV Monitoring & Reporting

Conduct regular CCTV monitoring of outlets.

Monitor staff attendance, work practices, outlet operations, product display and customer peak hours.

Review CCTV recordings when operational incidents or discrepancies occur.

Prepare reports and highlight any irregularities to the relevant person in charge.

Meeting Agenda & Paperwork

Collect and compile meeting topics from the Operation Team and Supervisors.

Prepare Meeting Agenda and relevant paperwork before scheduled meetings.

Ensure meeting materials are ready within the required timeline.

Outlet Masterlist Management

Maintain and update the Outlet Masterlist regularly.

Update staff recruitment, training, probation, allowance, commission, benefits, birthday, resignation and disciplinary information.

Maintain Food Handling Course and Typhoid Injection records.

Ensure all information is accurate, complete and up to date.

New Staff Recruitment Procedure Flow

Monitor the recruitment and onboarding process from interview through training, probation and confirmation.

Follow up on required staff documentation and training records.

Monitor the process until staff confirmation, resignation or termination.

Ensure no recruitment-related task or documentation is left pending.

Prepare operational memos and announcements for outlet staff.

Coordinate with the Operation Executive before issuing official memos.

Distribute memos through the designated WhatsApp groups and physical copies where required.

Maintain proper records of issued memos.

Shopping Mall Work Permit Application

Prepare and submit work permit applications to relevant shopping malls.

Ensure forms and supporting documents are complete and accurate.

Submit applications according to the mall's required timeline.

Follow up on permit status when necessary.

Hardcopy & Softcopy Filing

Organize and maintain hardcopy and softcopy operational records.

Ensure documents are properly labelled, filed and easy to retrieve.

Maintain staff, outlet, stock, HR and other relevant operational documentation.

Outlet Uniform Stock Control

Monitor uniform stock balance and movement.

Record uniform stock received and issued to outlets.

Maintain stock records for uniforms, aprons, caps, face shields and other related items.

Coordinate with Reception / Front Counter for stock issue documentation.

Ensure sufficient stock is maintained for outlet requirements.

JOB REQUIREMENTS:

Minimum Diploma in a relevant field with at least 1–2 years of working experience in F&B operations, administration or a related field.

Willing to learn and able to demonstrate good problem-solving skills.

Positive mindset, well-organized, responsible and able to multitask.

Able to work independently with minimal supervision.

Proficient in Microsoft Word and Microsoft Excel.

Good communication and coordination skills.

Detail-oriented with good record-keeping and documentation skills.

HR knowledge or relevant HR experience will be an added advantage.

Experience in F&B or outlet operations will be an advantage.