Invictus Mart Hiring! Full Time Senior Admin - Compliance Executive in Selangor, Earn up to MYR 5,900 - Ricebowl

Company: Texas BBQ Barn (*************)

Position: Senior Admin & Compliance Executive

Location: HQ / Central Office (Cyberjaya)

Employment Type: Full-time

Reports To: Operation Director

Job Summary

We are looking for a detail-oriented, reliable Senior Admin & Compliance Executive to anchor our back-office operations across our central kitchen and outlet network. In this role, you will lead statutory compliance (FOSIM, BeSS, council licensing), coordinate weekly COGS purchasing consolidations, manage recruitment funnels, and liaise with external legal, banking, and secretarial partners.

Key Responsibilities1. Purchasing & Supply Chain Administration

• Weekly COGS Consolidation: Allocate dedicated time every Monday morning (~4 hours) to collect, verify, and consolidate weekly stock orders and raw material requirements from all outlets and the central kitchen.
• Issue approved Purchase Orders (POs) to meat importers, packaging suppliers, and key ingredient vendors.
• Special Items Purchasing: Source, obtain competitive quotations for, and purchase ad-hoc and non-standard items (smokehouse equipment parts, event/catering collateral, branded merchandise, outlet repairs, custom packaging).

2. Food Safety & Regulatory Compliance

• Maintain and renew outlet certifications, including FOSIM (Food Safety Information System of Malaysia) and BeSS (Bersih, Selamat dan Sihat) under KKM.
• Oversee mandatory staff compliance: track valid Typhoid vaccinations and Food Handling Training (Latihan Pengendali Makanan - LPM) certificates for all central kitchen and outlet staff.
• Schedule refresher courses and clinic visits for new hires before they start on the floor.

3. Recruitment & HR Support

• Post job vacancies for frontline crew, smokehouse staff, and outlet supervisory roles across portals (Indeed, Maukerja, job groups).
• Filter candidates, conduct initial screening/interview scheduling, and coordinate with outlet managers.
• Prepare basic employment contracts, onboarding documentation, and staff files.

4. Corporate, Legal & Statutory Administration

• Local Council (PBT): Monitor and process renewals for business premise licenses, signboard permits, and health inspection clearances across all local councils (e.g., MPKJ, MBPJ, MBSA, DBKL).
• Corporate Secretarial (COSEC) & SSM: Assist in filing annual returns, tracking SSM documentation, and coordinating board resolutions with our external Company Secretary.
• Banking Administration: Prepare documentation for bank mandate updates, merchant terminal applications, letter of credit/guarantee filings, and account maintenance.

Requirements & Qualifications

• Experience: Minimum 2–4 years of administrative experience, preferably within F&B, retail, or hospitality operations.
• Regulatory Exposure: Hands-on experience or clear familiarity with Malaysian food safety compliance (KKM / FOSIM / BeSS / Typhoid) and local authority licensing (PBT).
• Statutory Knowledge: Basic familiarity dealing with SSM, external COSEC, and corporate bank paperwork.
• Skills: Strong proficiency in Google Sheets/Excel (for weekly purchase consolidation), organized filing, and professional email correspondence in Bahasa Malaysia and English.
• Attributes: High integrity, structured working style, proactive with deadlines, and comfortable coordinating between multiple outlet managers and vendors.

Pay: RM2,300.00 - RM5,900.00 per month

Benefits:

• Gym membership
• Maternity leave
• Meal allowance
• Meal provided
• Opportunities for promotion
• Professional development
• Work from home

Application Question(s):

• Do you have practical experience managing F&B compliance records such as KKM FOSIM registration, BeSS certification, and staff Typhoid/Food Handler records?
• Have you previously dealt with PBT (local council) premise licensing, SSM filings, or company secretary (COSEC) documentation?
• How many years of administrative or operations coordination experience do you have (ideally in F&B, hospitality, or retail)
• How would you rate your skill level in Microsoft Excel or Google Sheets for calculating order volumes, consolidation, and tracking expenses?
• Our purchasing consolidation occurs strictly on Monday mornings to ensure supplier delivery by midweek. How do you handle outlet managers who submit late, incorrect, or emergency stock requests?
• How do you systematically track upcoming license expiries (e.g., PBT licenses, Typhoid renewals, BeSS certification) across multiple locations to avoid penalties?
• What is your current notice period and your expected monthly basic salary (RM)?

Work Location: In person