Business Operations Executive (Lease & Licensing)

As a Business Operations Executive at REFASH you will play a crucial role in managing lease administration business licensing and GTO reporting for our stores in Malaysia and Singapore. You will make sure every store has a valid lease the right licences and insurance and accurate reports for relevant stakeholders.

1. Lease Administration

• Assist with lease renewals terminations and coordination with landlords across Malaysia and Singapore.
• Maintain the lease register and store listing: lease terms expiry and renewal dates rent and deposits.
• Track upcoming expiries and notice periods and alert stakeholders early.
• Engage in negotiations to secure leasing deals and facilitate the proper execution of necessary leasing documents.
• Arrange lease payments such as security deposits fit-out deposits stamp duty legal fees and admin fees. This includes raising POs and preparing TA copies for payment.
• Coordinate with law firms and stakeholders on preparing stamping and fully signing TAs for new and renewed leases.
• Follow up on deposit refund requests and receipts from landlords for closed stores.

2. Licensing utilities & insurance

• Apply for and renew business premise licences signboard licences and other local council approvals.
• Manage utility accounts with landlords and/or utility providers including opening accounts for new stores and closing accounts for closed stores.
• Manage store-related insurance matters including Public Liability Insurance (PLI) and fire insurance.
• Track licence and insurance expiry dates to ensure there are no lapses.

3. GTO reporting & audited statements (auditing exp sikit)

• Consolidate monthly store sales data perform payment reconciliation and submit Gross Turnover (GTO) reports to landlords or malls on time.
• Support the preparation of annual audited sales statements with the finance team and external auditors and submit them to landlords.
• Maintain trackers and improve reporting in Excel or Google Sheets for the retail and supply teams.

4. Other Duties

• Perform any other ad hoc tasks or initiatives as needed.

Qualifications :

Requirements

• 23 years experience in related fields.
• Experience with GTO reporting lease administration and/or local council licensing is preferred.
• Strong Excel/Google Sheets skills (lookups pivot tables reconciliation).
• Organised detail-oriented and follows up on outstanding items without needing reminders.
• Strong communication and interpersonal skills.

Additional Information :

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Remote Work :

No

Employment Type :

Full-time