Store Admin

Job Summary

The Operations Admin is responsible for managing the end-to-end process of stock ordering, receiving, documentation, and payment coordination.

This role ensures smooth day-to-day operations by maintaining accurate records, store cleanliness, and clear communication with all departments, while following company standards such as FIFO, hygiene, and compliance procedures.

• Main ResponsibilitiesStock Ordering & ReceivingPlace purchase orders for food and non-food items based on daily and weekly requirements (via SAP or Kissflow).
• Receive stock from vendors and verify quantities against invoices.
• Check product quality, expiry dates, and packaging conditions before accepting deliveries.
• Ensure all items are stored in designated locations properly.
• Inform the SCM team immediately about shortages, damages, or missing items.
• Follow up with vendors or SCM for pending deliveries.

• Documentation & GRPOCreate and update GRPO (Goods Receipt Purchase Order) in the system on the same day stock is received.
• Attach the invoice with company seal and authorized signature in the shared drive for recordkeeping.
• Ensure all supporting documents are filed accurately for audits and payment processing.
• Store & Inventory ManagementMaintain store cleanliness, hygiene, and organization as per company standards.
• Implement and monitor FIFO (First In, First Out) to minimize wastage.
• Issue daily stock to kitchen and service teams as per requisitions.
• Conduct month-end physical stock counts and input data into the stock sheet accurately.
• Finance & PaymentsUpload all vendor bills for operational services (pest control, laundry, garbage, gas, electricity, water, security, housekeeping, etc.) at the start of each month.
• Maintain and reconcile petty cash regularly, ensuring accurate reporting.
• Upload all bills related to additional work completed, coordinating with the requester and manager for payment processing.

• Coordination & CommunicationCoordinate effectively with all departments (Kitchen, Service, SCM, Accounts, and Management).
• Support any additional tasks or purchases assigned by the management team.
• Ensure proper communication and follow-up for external work or requirements.
• Complete all documentation assigned by the Legal Team and obtain necessary signatures.