About this role
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.
Requirements
2–3 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. By proceeding with your application, you are adhering to our PDPA policies. In case you are interested to know more, read about our Candidates Personal Data Privacy Statement.