Overview:
The Administrative Executive will be responsible for providing high-level administrative support to ensure the efficient operation of the HQ office, retail outlets, production, and business development activities. The ideal candidate will be organized, detail-oriented, and capable of handling multiple tasks simultaneously in a fast-paced environment.
Key Responsibilities:
Office Management:
· Oversee the maintenance of office facilities, ensuring a clean and professional environment.
· Coordinate the maintenance and repair of office equipment.
Administrative Support:
· Schedule and organize meetings, appointments, and travel arrangements.
· Prepare and edit correspondence, reports, memos, presentations, and other documents.
· Handle incoming and outgoing mail, packages, and couriers.
· Answer and direct phone calls, handle inquiries, and take messages.
· Manage databases and ensure data accuracy and security.
Retail Outlets Management:
· Handle SFA licensing (new application, amendment, cancellation).
· Review leasing contracts for accuracy and fairness.
· Renew annual public liability insurance and utility applications (Singtel, Singapore Power, PUB).
· Oversee the opening and closing of new outlets, including sourcing contractors, design approval, utility setup, SFA approval, scheduling inspections, and notifying stakeholders.
· Manage the reinstatement process for closing retail outlets.
HQ/Central Kitchen Management:
· Maintain leasing and rental agreements.
· Renew annual fire insurance and monitor power supply contracts.
· Update maintenance and repair logs for kitchen equipment, office equipment, and retail equipment.
· Manage delivery van inspections, insurance, road tax renewals, GPS tracking, and petrol cards.
· Oversee the annual renewal process for fire extinguishers and Licensed Electrical Worker (LEW) certifications.
· Respond to product queries via various communication channels.
· Manage pest control and regular drainage hole flushing.
· Keep track of keys for outlets, factory premises, and company vehicles.
· Renew and terminate Singtel contracts for broadband and phone lines.
· Handle MOU for donation boxes and apply for grants through the business grants portal.
· Participate in the Healthier Dining Program: monthly data submission, artwork approval, and regular updates.
Production/Central Kitchen Management:
· Renew SFA factory licenses and conduct regular product lab testing.
· Implement product recall procedures and manage customer product complaints.
· Update SFA guidelines and ingredient approvals.
· Renew annual import licenses and update product information and process flow charts.
· Update kitchen templates, costing spreadsheets, and SOPs for various products.
· Plan production for special products and print monthly SFA forms.
· Monitor and reduce food waste according to NEA guidelines.
Business Development Support:
· Manage B2B collaborations and follow up with tenants in shopping malls.
· Conduct nutritional information analysis and maintain relationships with key partners.
Other:
· Other task assigned by Management from time to time.
Requirements:
Education: Diploma in Business Administration, Office Management, or a related field.
Experience: Minimum of 2 - 3 years of experience in an administrative or executive assistant role. Experience in a similar role within the industry is an advantage.
Skills:
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent organizational and time management skills.
Strong verbal and written communication skills.
Ability to multitask and prioritize effectively.
Attention to detail and problem-solving skills.
Ability to work independently and as part of a team.
