Qualification & Skills

• Bachelor’s Degree in Business Administration, Operations Management, Human Resource Management or a related field.
  
• Minimum of 2–3 years of experience in administration, office management, facilities management or operational support.
  
• Experience in administrative operations, facilities, inventory, and vendor coordination.
  
• Proficiency in ERP systems and Microsoft Office Suite.
  
• Strong organizational, planning, and problem-solving skills with the ability to manage multiple priorities.
  
• Excellent communication, stakeholder management, and interpersonal skills.
  
• Demonstrated ability to work independently, maintain accuracy, and uphold high standards of accountability and professionalism.
  

Commercial Admin Operations

• Ensure all branches and Logistic Centres are adequately supplied with operational consumables and materials required for day-to-day activities.
  
• Ensure monthly ordering and distribution of operational consumables and maintain an updated consumables tracker.
  
• Conduct monthly admin surveys and share findings with relevant stakeholders.
  
• Facilitate travel allowances for Regional Sales Representatives and Relievers.
  
• Facilitate the acquisition and timely renewal of licenses for branches and Logistic Centres.
  
• Coordinate Food Handlers’ Certificates for branch and Logistic Centre employees.
  
• Support the Fleet team in obtaining required permits and licenses.
  
• Ensure compliance with PPE and uniform policies across all commercial employees.
  

Facilities & Maintenance

• Oversee the maintenance, cleanliness, and overall condition of all Logistic Centres.
  
• Coordinate repairs, maintenance requests, and facility improvement projects through the Procurement and Maintenance teams.
  
• Ensure all commercial facilities meet company hygiene and safety standards.
  

Finance & Administration Support

• Prepare budgets and coordinate commercial department events and activities.
  
• Track and ensure timely payment of branch rent, utilities, and other recurring operational expenses.
  
• Ensure invoices are properly approved and submitted to Finance for processing.
  
• Raise and manage purchase requests and purchase orders through the ERP system.
  
• Manage and account for the petty cash utilization in accordance with company policies.
  

Staff Welfare & Employee Support

• Ensure staff welfare standards across all Logistic Centres align with company expectations.
  
• Coordinate the supply of cleaning materials, PPE, stationery, drinking water, and other essential operational items.
  
• Coordinate breakfast provision across all Logistic Centres.
  
• Support employee engagement and welfare initiatives.
  

Events & Hospitality

• Coordinate visits by external stakeholders, investors, executive staff, and other guests to Logistic Centres and branches.
  
• Support the planning and execution of commercial department events, meetings, and official functions.
  

Inventory Management

• Maintain accurate physical inventory records for Victory Logistic Centre stores.
  
• Ensure inventory transactions are correctly recorded and reconciled within the ERP system.
  
• Monitor stock levels and coordinate replenishment as required.
  

Employee Recognition & Awards

• Coordinate monthly employee recognition and awards programs.
  
• Organize award presentations and ensure photos and communications are shared appropriately.
  
• Facilitate the distribution of awards, certificates, newborn gifts, birthday recognitions, and other employee appreciation items to branches and Logistic Centres.