Admin Executive Secretary

Operational & Compliance Responsibilities

· Manage work permits, NOCs, police permits, and approvals for maintenance, inspections, and services.

· Handle retail petty cash, reimbursements, grocery purchases, and operational expenses with proper documentation and tracking.

· Coordinate and follow up on retail supplier payments, ensuring smooth communication and payment timelines.

· Plan and oversee daily stock-taking, RFID/manual inventory counts, and ensure cash & stock reconciliation accuracy.

· Coordinate and follow up on retail supplier payments, ensuring smooth communication and payment timelines.

· Plan and oversee daily stock-taking, RFID/manual inventory counts, and ensure cash & stock reconciliation accuracy.

· Monitor and manage retail trackers and contract renewals (Pest Control, Scent, Fire Alarm, Fire Fighting, DCD, AC, etc.) across all stores.

· Manage retail uniforms (ordering, distribution, supplier negotiation, and inventory control).

· Track POS inventory, follow up on deliveries, negotiate pricing, and coordinate payments.

· Maintain and update the Monday Board covering retail assistance, payments, RFID, maintenance, IT support, marketing activations, store openings/closures, and cash deposits.

· Submit accurate retail staff headcount, allocation, and relocation reports.

· Coordinate client gifting, special occasions, and client birthday arrangements, including purchasing and payment processing.

· Share the documents needed to process various retail-related financial transactions.

· Coordinate store repairs and maintenance, ensuring timely completion and documentation.

· Handle IT support requests for retail stores and maintain the IT Reference Board.

· Register and manage attendance fingerprint systems for new joiners and relocated staff.

HR & Training Support

· Track staff attendance, annual leave, extra hours, and pending off days.

· Support training registrations, system access, and compliance training (including AML).

· Monitor staff consignment items, store keys, and counter keys.

· Submit retail staff headcount, allocation, and relocation reports.

· Monitor and control staff attendance, overtime, pending off days, company consignments, and store/counter keys to ensure accurate records and proper accountability.

Compliance & Legal Responsibilities

· Apply and submit trademark applications, follow up on approvals and track the payments.

· Oversee trademark renewal processes.

· Manage alarm system access for relocating, new, or departing staff.

· Handle store insurance and mall compliance documents.

· Manage Civil Defense (Hassantuk) registrations, renewals, and payments.

· Process disconnection requests and documents needed for Hassantuk safety systems

· Coordinate DEWA/electricity disconnections and temporary power shutdowns.

· Manage store openings and closures, ensuring all compliance steps are met.

· Arrange attendance fingerprint data for new and relocated employees.

· Handle deposit receipt modifications, tax invoices, and terms & conditions updates.

· Maintain monthly reminders and compliance schedules.

Requirement/Qualification:

· Minimum 2 years of experience in retail administration or executive secretary roles.

· Retail or luxury retail experience preferred.

· Good communication and coordination skills.

· Well-organized, detail-oriented, and able to multitask.

· Proficient in MS Office.

· Able to handle confidential information.

· Preferable who can be available to join immediately.

Job Type: Full-time

Application Question(s):

• What's the status of your visa?
• Will you be able to join immediately?

Experience:

• Administrative in Retail Industry: 3 years (Preferred)