Business Operations Executive (Lease & Licensing)

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.

Responsibilities

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, including 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; 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; 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; 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

Nice to have

Experience with GTO reporting, lease administration and/or local council licensing