Operations Admin (Junior Executive)

US Pizza; Kuala Lumpur; On-site; MYR 56,000 - 89,000; Full time

Job summary

US Pizza Malaysia in Kuala Lumpur is seeking a detail‑oriented Operations Coordinator to support daily admin and outlet activities. You will coordinate with outlets, head office, suppliers, and internal teams to ensure timely execution of tasks, reports, and procedures.

You will maintain records using Excel and internal systems, prepare regular performance reports, and assist in inventory, purchasing, and documentation workflows while upholding high operational standards across the network.

Qualifications

• Diploma/Degree in Business Administration, Management, Operations, or related field.
• 3+ years of experience in administration, operations, F&B, retail, or related industry.
• Strong experience in operations coordination and administrative support.
• Proficient in Microsoft Excel, Word, and PowerPoint.
• Experienced in preparing daily/weekly/monthly reports and maintaining operational records.
• Strong coordination skills with outlets, suppliers, vendors, and internal departments.

Responsibilities

• Provide daily administrative and operational support to the Operations Department and outlets.
• Coordinate and monitor day-to-day operational activities to ensure smooth business operations.
• Follow up with outlets regarding operational matters, outstanding issues, requests, and deadlines.
• Prepare and maintain operational documents, records, forms, reports, and correspondence.
• Ensure all operational information and documentation are accurate and updated.
• Assist Operations Managers and Area Managers with administrative and coordination tasks.

Skills

Coordination

Administrative support

Report preparation

Attention to detail

Education

Diploma/Degree in Business Administration/Management/Operations or related field

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Job description

• l Provide daily administrative and operational support to the Operations Department and outlets.
• l Coordinate and monitor day-to-day operational activities to ensure smooth business operations.
• l Follow up with outlets regarding operational matters, outstanding issues, requests, and deadlines.
• l Prepare and maintain operational documents, records, forms, reports, and correspondence.
• l Ensure all operational information and documentation are accurate and updated.
• l Assist Operations Managers and Area Managers with administrative and coordination tasks.

2. Outlet Coordination

• l Act as a coordination point between the Operations Department, restaurant outlets, Head Office, suppliers, and other departments.
• l Follow up with outlet teams regarding daily operational requirements and issues.
• l Coordinate outlet requests and ensure timely resolution with relevant departments.
• l Monitor outlet submissions and ensure reports and documents are submitted within deadlines.
• l Assist in communicating new operational procedures, announcements, campaigns, and instructions to outlets.

3. Reporting & Data Management

• l Prepare daily, weekly, and monthly operational reports for management review.
• l Consolidate sales, outlet performance, inventory, manpower, and other operational data.
• l Maintain accurate records using Microsoft Excel and internal systems.
• l Check data accuracy and investigate discrepancies before submitting reports.
• l Track operational KPIs and highlight outstanding issues to the Operations team.
• l Prepare presentations, summaries, and management reports when required.

4. Inventory & Purchasing Support

• l Assist in monitoring outlet inventory and operational supplies.
• l Coordinate with outlets and suppliers regarding stock availability, deliveries, and shortages.
• l Follow up on purchase orders, delivery schedules, invoices, and outstanding supplier matters.
• l Maintain proper records of purchases, stock movements, and operational supplies.
• l Escalate stock discrepancies, delays, or supply issues to the relevant department.
• l Liaise with suppliers, contractors, and service providers on operational matters.
• l Follow up on quotations, purchase orders, invoices, delivery arrangements, and service schedules.
• l Maintain vendor documentation and records.
• l Coordinate maintenance, repair, equipment, and other operational requests where required.
• l Ensure outstanding vendor issues are followed up and resolved within the agreed timeline.

6. Documentation & Filing

• l Maintain an organized filing system for contracts, agreements, invoices, reports, forms, and operational documents.
• l Ensure documentation is properly recorded and easily accessible for management or audit purposes.
• l Prepare meeting agendas, minutes, presentations, and follow-up action lists.
• l Monitor important documents, expiry dates, and renewal requirements.

Requirements

1. Diploma/Degree in Business Administration, Management, Operations, or related field.

2. Minimum 3 years of experience in administration, operations, F&B, retail, or a related industry.

3. Strong experience in operations coordination and administrative support.

4. Proficient in Microsoft Excel, Word, and PowerPoint.

5. Experienced in preparing daily/weekly/monthly reports and maintaining operational records.

6. Strong coordination skills with outlets, suppliers, vendors, and internal departments.