Job Description

Job Purpose

The Division Executive serves as a key support role within the division, overseeing critical administrative, procurement, and operational processes. This position ensures the seamless functioning of division activities, supports the General Manager (GM), and provides essential services to HQ and ground teams. The Division Executive is instrumental in enabling the division’s field and retail operations by managing resources, budgets, and communications effectively.

Key Responsibilities

1. POS Headcount & Movement Tracking

• Maintain accurate and up-to-date records of all POS (Point of Sale) headcount, transfers, and staffing changes.
• Coordinate with relevant departments to ensure smooth onboarding and offboarding processes.
• Prepare regular reports on workforce movement for management review.

2. Travel & Accommodation Management

• Plan, coordinate, and book travel and accommodation for both HQ and ground teams in accordance with company policies.
• Monitor and manage travel budgets, ensuring cost-effectiveness and compliance.

3. Sales Promotional Materials (SPM) Management

• Oversee budgeting, forecasting, procurement, and distribution of sales promotional materials, including samples, testers, and wrapping materials.
• Coordinate with stores to ensure timely sell-in and replenishment of SPM.

4. Uniform & Device Procurement and Allocation

• Manage procurement, allocation, and inventory of seasonal uniforms and devices for staff, including those required for onboarding and offboarding.
• Coordinate with external vendors and internal stakeholders to ensure timely delivery and suitability of uniforms and devices.

5. General Store Supplies & Maintenance

• Oversee budgets and arrangements for general store supplies, services, and maintenance.
• Liaise with suppliers and contractors to ensure stores are well-equipped and maintained.

6. POS Store Account Management

• Manage the application and administration of POS store account codes, phone lines, and internet connectivity.
• Act as the primary point of contact for troubleshooting and resolving related issues.

7. Purchase Order (PO) Administration

• Handle the full cycle of division purchase order processes, from creation and approval to tracking and reconciliation.
• Ensure compliance with internal controls and timely processing of all POs.

8. Meeting & Event Coordination

• Organize internal and external meetings, including venue booking, access arrangements, catering (F&B), and gift procurement.
• Provide logistical support to ensure successful execution of division events and meetings.
• Coordinate agenda, presentation, minutes, and catering.

9. General Manager (GM) Administrative Support

• Provide direct administrative assistance to the GM, including calendar management, travel bookings, and documentation.
• Coordination of meetings including agenda, minutes and catering
• Act as a liaison between the GM and division teams or external partners as required.
• Procure and manage gifting for retailers

10. Anti-Diversion & Compliance Support

• Assist in monitoring and supporting anti-diversion initiatives as directed by division leadership.
• Ensure all processes and documentation pertaining to test buys are completed and submitted in accordance with established deadlines and compliance standards.

11. Staff Benefits & Recognition

• Arrange staff benefit initiatives and occasions, such as congratulatory baskets, appreciation gifts, and Long Service Awards (LSA).
• Coordinate with HR and relevant departments to ensure proper recognition of staff milestones.

Key Requirements

• Education: Diploma or equivalent experience in Business Administration, Operations, or related field preferred.
• Experience: 3+ years in an administrative or operations support role, preferably within retail or FMCG sector.
• Skills:
  • Strong organizational and multitasking abilities
  • Proficiency in Microsoft Office Suite and relevant business software
  • Attention to detail in tracking expenditures, reconciling accounts and budget management to meet changing operational needs
  • Excellent communication and interpersonal skills
• Language: Proficiency in English; additional languages an advantage.

Reporting Line

Reports directly to the General Manager and collaborates with key stakeholders across HQ, ground teams, and external partners.