Executive, Retail & Corporate Support

Job Overview

The Executive, Retail & Corporate Support keeps the head office running smoothly, safely and compliantly. The role owns office administration, facilities and vendor coordination, corporate card spending and reconciliation, travel arrangements, and executive assistance to senior leaders.

The role is also the first point of contact for Building Management, DBKL and office service vendors. It supports HR on onboarding and offboarding logistics, and the Wholesale team on go-to-market (GTM) events.

Responsibilities

Key Responsibilities

1.    Corporate Card Management and Purchasing

• Hold and manage the company corporate card in line with the Clarks spending and delegation-of-authority policies.
• Process the monthly E-commerce payments on behalf of the E-commerce team and keep supporting documents.
• Book flights and hotels for Retail, Merchandising, Wholesale and other teams, getting the best value within the travel policy.
• Purchase pantry refreshments monthly, and stationery and kitchen supplies (detergent, tissues and similar) as needed, keeping stock at agreed levels.
• Arrange letters, documents and parcels through approved courier services and track deliveries.
• Buy staff welfare vouchers on HR's request and keep a record of issue.
• Reconcile all corporate card transactions monthly: match receipts, code expenses correctly and submit to Finance by the cut-off date.

2.    Facilities Management

• Coordinate quarterly servicing of the drinking water system (Cuckoo) with the water vendor.
• Manage cleaning services weekly and monthly: set schedules, check quality and raise issues with the vendor.
• Maintain the coffee machine, including regular descaling.
• Schedule quarterly pest control and photocopier maintenance with vendors.
• Process access card applications and replacements, and staff parking applications, in coordination with HR.
• Keep a vendor and service calendar so no maintenance or renewal is missed.

3.    Office Administration and Building Management Liaison

• Act as the main contact with Building Management for maintenance and repairs, including leaks, air-conditioning, toilets, power supply and common areas.
• Apply for extra air-conditioning hours during public holidays and after hours when required.
• Apply for work permits from Building Management for contractors and office works.
• Share Building Management notices with all staff promptly.
• Coordinate the annual fire drill: attend the briefing, brief staff, and act as the office fire warden contact.
• Renew the DBKL premise licence and fire extinguisher certification yearly, before expiry.
• Pay the monthly office phone line bill (TIME).
• Order corporate name cards for departments on request.
• Prepare tea breaks and refreshments for meetings on request.
• Submit invoices for office rental, utilities and other office costs to Finance monthly, and follow up until paid.
• Raise purchase orders (POs) and follow up payments, and act as PO backup for all departments.
• Handle ad hoc requests such as licence and permit applications for logistics.
• Support new joiner onboarding: workstation set-up, access card, parking, stationery, name cards and first-day logistics.
• Support resignation clearance: recover access cards, parking passes, company assets and corporate items, and confirm clearance to HR.

4.    Executive / Personal Assistant Support

• Prepare and submit corporate card expense claims in Concur for Senior Leadership Team, on time and with full receipts.
• Schedule team meetings, prepare agendas and take minutes on request, then share action items.
• Book meeting rooms and arrange the set-up needed.

5.    Procurement and Vendor Management

• Run the vendor registration process for departments, collecting documents and making sure vendors meet company requirements.
• Follow up vendor payments with Finance and stakeholders and resolve payment queries.
• Review vendor performance and service levels and recommend changes where needed.

6.    Go-To-Market (GTM) Event Support

• Arrange catering for Wholesale GTM events on request.
• Coordinate hotel bookings for GTM attendees, including rooming lists and changes.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Office Management, Human Resources or a related field.

Experience

• Minimum 3–8 years of experience in office administration, facilities or executive support, ideally in an MNC or retail environment. Candidates with 5 years or more, including at least 2 years running office administration independently and managing vendors and budgets, will be considered for the Senior Executive level.

Technical Skills

• Proficient in Microsoft Office, especially Excel (reconciliations, trackers) and Outlook (calendars).
• Experience with Concur or similar expense systems, and with PO and procurement processes.
• Working knowledge of DBKL premise licensing, building management procedures and basic fire safety requirements in Kuala Lumpur.

Competencies

• Highly organised, able to juggle recurring tasks and ad hoc requests without missing deadlines.
• Strong attention to detail, especially with spending, receipts and documentation.
• Discreet with confidential information and leaders' expenses and schedules.
• Clear, courteous communicator with leaders, colleagues and vendors.
• Proactive problem solver who follows issues through to closure.
• Excellent command in English and Bahasa Malaysia.