Job Description

Professional, Full Time (Contract)
We are looking for an enthusiastic and motivated individual to join us as an Assistant - Retail and Recreation Services. The successful candidate will support the Officer - Retail and Recreation Services by managing the daily operations of Curtin University Malaysia's retail and vendor services. This role is essential for ensuring smooth administration, proper maintenance, and compliance with service standards.
Your new role
This position plays a vital role in supporting vendor management activities such as physical check-in, check-out, audits, and inspections, as well as the coordination of booth and PA system bookings. The position is also responsible for overseeing the photocopier contract, assisting in F&B trading and operating license renewals, and contributing to marketing communications related to retail operations.
The position requires strong organisational and coordination skills, attention to detail, and the ability to multitask within a fast-paced environment. Strong interpersonal and communication skills, coupled with the ability to collaborate effectively with vendors, internal departments, and external partners, are essential to ensure smooth operations and service quality within the retail and recreation functions. A proactive attitude, customer-focused approach, and understanding of retail processes and compliance requirements are key to success in this position.?
Key Responsibilities
1. Vendor Operations and Contract Administration:

• Assist in the coordination and maintenance of vendor operations, including overseeing day-to-day operations, monitoring daily performance and compliance with contractual terms.
• Support the preparation, renewal, and documentation of vendor contracts in accordance with university policies and procedures.
• Maintain accurate records of vendor agreements, addendum agreements, correspondence, and service documentation for audit and reference purposes.
• Assist in ticket issuance to Campus Services to request repair and maintenance for the food stalls and other related furniture to be completed.

2. Vendor Check-In, Audit, and Inspection:

• Assist in liaising with Campus Services and the Security department to arrange Check-In/Check-out for new/outgoing operators, to ensure adherence to operational and safety standards.
• Partake in the monthly joint inspection of all food stalls with the Safety & Health Officer, ensuring follow-up on non-compliance issues with operators through formal correspondence, and submission of completion reports with supporting evidence to the Safety & Health Officer.
• Record and report discrepancies or issues to the Officer for appropriate follow-up action.

3. Booth and PA System Coordination:

• Manage booth and PA system booking requests, ensuring proper scheduling, equipment readiness, and procedural compliance.
• Liaise with internal departments and vendors to ensure smooth setup and operation during campus events and activities.

4. Photocopier Operations:

• Oversee the daily operation and maintenance of the photocopier service contract.
• Monitor usage, arrange for replenishment of consumables, and coordinate with service providers on maintenance or repairs.
• Maintain up-to-date logs and service records for monitoring and reporting purposes

5. F&B Trading and License Support:

• Assist in the administration, renewal, and documentation of F&B trading and operating licenses for campus vendors.
• Ensure compliance with internal procedures and regulatory requirements, maintaining complete and accurate records of submissions and approvals.

6. Retail Marketing and Communication:

• Prepares notification on announcement and promotion of activities by the cafeteria and then submits the notification to the Corporate Affairs department to broadcast to staff and students, when required.
• Assist in coordinating retail campaigns and communication efforts across physical and digital platforms to enhance retail visibility.

7. Administrative and Reporting Functions:

• Provide administrative support to the Retail & Recreation Services unit, including recordkeeping, preparation of reports, and updating operational databases.
• Maintain accurate documentation of daily retail and vendor activities, service requests, and issue logs for management review and audit purposes.

8. Operational Support and Compliance:

• Ensure all retail and vendor operations comply with relevant university policies, safety standards, and statutory regulations.
• Support the Officer in implementing operational procedures, conducting compliance checks, and ensuring a safe, organised, and service-oriented retail environment.

9. Team Collaboration and Coordination:

• Work collaboratively with colleagues across the Retail & Recreation Services unit and other departments to ensure smooth coordination of campus events, retail promotions, and service operations.
• Provide assistance and coverage when required to support team objectives and service continuity.

10. Customer and Vendor Relations:

• Provide courteous and efficient service when liaising with vendors, staff, and students, ensuring issues are addressed promptly and effectively.

11. Retail Visual Merchandising:

• Support in maintaining proper retail visual displays and layout to ensure an attractive and organised. presentation.
• Coordinate updates to signage, labels, and marketing visuals to promote a positive customer experience.

12. Confidentiality:

• Handle sensitive and confidential information with discretion, ensuring data integrity and compliance with organisational policies.

13. Other Duties:

• Perform any other retail operational or administrative tasks as assigned by the Officer, Assistant Manager, or Management to support the effective delivery of Retail & Recreation Services.?

About you
To be successful in this role, you will have:

• Completion of a relevant or an equivalent combination of relevant experience and/or administrative support.
• Demonstrated knowledge of retail operations, vendor coordination, and contract administration, including handling of service agreements and supplier communications.
• Demonstrated ability to communicate and interact effectively with internal departments, vendors, and external service providers while maintaining a high standard of professionalism.
• Demonstrated ability to work effectively both in a team environment and independently with minimal supervision.
• Demonstrated strong organizational and time management skills, with the ability to manage multiple priorities, meet deadlines, and maintain attention to detail in daily operations.
• Demonstrated experience in preparing reports, maintaining accurate documentation, and managing record-keeping systems both physically and electronically.
• Well-developed analytical and problem-solving skills, including the ability to assess operational issues and propose effective solutions.
• Demonstrated proficiency in computer applications and administrative software, including Microsoft Office and inventory tracking systems.
• Demonstrated commitment in applying relevant and applicable policies, procedures and legislation in the day-to-day performance of the functions of this position.
• Knowledge of administrative policies and procedures as applied to the University environment.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
• Adequate physical ability to support retail activities, such as arranging merchandise displays, assisting with deliveries, and handling equipment setup when required.?

Closing Date: Open until filled
Interested applicants are invited to submit a latest resume which includes addressing the selection criteria, a covering letter, names and contact details of at least two referees and certified copies of your academic credentials.
How to apply:
Please address your applications to:
Staffing Management Section,
Human Resource Department,
Curtin University Malaysia,
CDT 250, 98009 Miri, Sarawak, Malaysia
To submit an application, please click on the Apply Now button.
Alternatively, you may email your applications to:
Only shortlisted candidates will be notified.
Disclaimer:
Curtin (Malaysia) Sdn Bhd reserves the right at its discretion to withdraw from the recruitment process, not to make an appointment, or to appoint by invitation, at any time.

Skills Required