Business Operations Executive - Lease & Licensing

Job Description

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.

Qualifications

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.

Additional Information

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