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.