Admin Assistant – Retail Expansion

Retail Expansion Documentation & Tracking

Maintain and update retail expansion trackers, timelines, and status reports.

Organize and manage expansion-related documents including tenancy agreements, approvals, licenses, and project files.

Monitor project progress and follow up with relevant stakeholders to ensure deadlines are met.

Ensure proper filing and record retention for audit and operational purposes.

Lease & Site Documentation Support

Assist in preparing, compiling, and reviewing lease-related documentation.

Coordinate with landlords for tenancy agreement execution and supporting documents.

Support site acquisition documentation and outlet handover processes.

Authority & Mall Submission Coordination

Coordinate submission of required documents to local authorities, malls, and relevant agencies.

Follow up on approvals, permits, licenses, and compliance requirements for new and existing outlets.

Liaise with internal departments and external parties to ensure timely completion of submissions.

Maintain updated records of submission status and approval timelines.

Procurement & Payment Coordination

Prepare and coordinate purchase requisitions, purchase orders, and vendor documentation.

Assist in processing invoices, payment requests, and expense tracking related to expansion projects.

Coordinate with Finance and Procurement teams to ensure timely payment processing.

Maintain accurate records of project costs and supporting documents.

Reporting & Process Improvement

Prepare weekly/monthly expansion reports and project updates for management review.

Identify opportunities to improve administrative workflows and documentation processes.

Any other ad hoc duties as assigned by Management.



Job Requirements:

Diploma or Bachelor’s Degree in Business Administration, Management, Property Management, or related field.

Minimum 1–3 years of administrative experience, preferably in retail, property, leasing, or expansion environment.

Good organizational and documentation management skills.

Strong communication and coordination abilities.

Proficient in Microsoft Office applications, especially Excel and PowerPoint.

Able to multitask, work independently, and meet deadlines in a fast-paced environment.