• Lead and oversee the full contract management cycle for all food court, cafeteria, and retail vendors — from initial appointment to contract renewal or termination, ensuring accuracy, transparency, and compliance with company policies and audit requirements.
• Coordinate the issuance of award letters to newly appointed stall operators within stipulated timelines, followed by the preparation and execution of tenancy agreements within 30 days of award confirmation.
• Ensure completeness and accuracy of all contractual documentation, including tenancy agreements, addendum agreements (for menu price or operational changes), and related correspondences, before submission for management approval and stamping.
• Review and verify contract terms to ensure consistency with approved operational standards, rental rates, and commercial guidelines prior to endorsement.
• Monitor contract validity and renewal schedules to ensure no lapse in tenancy agreements or related licenses. Proactively initiate renewal discussions with operators three months before expiry to facilitate timely renewal.
• Coordinate the preparation and signing of renewal agreements, ensuring all required supportingdocuments (e.g., valid trading license, insurance, business registration, payment records) are updated andattached prior to execution.
• Handle termination of contracts for operators who decide to end tenancy or fail to comply with contractterms, ensuring proper issuance of termination letters, coordination of check-out inspections, andsettlement of outstanding dues.
• Maintain a comprehensive digital and physical record of all vendor contracts, correspondence, andsupporting documentation for audit readiness and future reference.

3. Merchandise

• Establishing and maintaining relationships with book suppliers and vendors to ensure timely delivery ofmerchandise and negotiate favorable terms.
• Planning and executing effective merchandising strategies to enhance the bookstore's appeal andmaximize sales.
• Developing promotional campaigns, discounts, and events to attract customers and increase sales.
• Monitor sales performance, setting pricing strategies, and managing the bookstore budget.
• Ensure excellent customer service, addressing customer inquiries, and handling complaints or issueseffectively.
• Ensure store displays are changed regularly and staff is providing excellent customer services.
• Manage ebookshop to boost sale online.
• Monitoring and controlling inventory levels to optimize stock availability while minimizing excessinventory.
• Managing the ordering process, including forecasting demand, placing orders with suppliers, and receivingshipments.
• Analyzing sales trends and inventory turnover rates to make data-driven decisions regarding stock levelsand product assortment.
• Ensure the quality and condition of merchandise, handling returns or exchanges as necessary.
• Utilizing inventory management software or systems to track inventory, manage stock levels, and generatereports.
• Ensure monthly report of related to this operation is submitted to Finance Services Department not laterthan 4th of the month with 100% accuracy.
• Set budget, review sales performance, report sales and budget figures and increase sales targets on amonthly basis.

4. Venue for Hire

• Oversee the overall management and coordination of venue-for-hire activities, ensuring efficient booking,usage, and maintenance of facilities in line with university policies and operational standards.
• Assist in identifying new opportunities or develop sales leads by engaging potential customers throughcalls, emails, and meetings to understand their needs and promote available venues.
• Provide customers with updated information on available venues, services, and rental rates, includingpreparation of quotations, confirmations, and booking documents.
• Manage and monitor the booking and reservation of venues for hire, process and facilitate the request,ensure availability and proper arrangement.
• Monitor customer satisfaction, address feedback promptly, and implement service improvements toencourage repeat bookings and strengthen client relationships.
• Sets the annual budget and implement strategies effective for achieving set targets.
• Set and review annual rental rates and service charges based on market analysis, demand trends, andfinancial goals.
• Collecting rent payments and preparing financial reports for university management.
• Verifies the vending machines meter reading in campus and residence area on a monthly basis and thenfollow up on payment with the service operator.
• Manage the acqusition of service and monitor the renewal of service contract of photocopier machinesfor various departments/ faculties and verifies meter reading of photocopiers in campus on monthly basis.

5. Leadership and Supervision

• Oversee the operations of the Retail and Recreation Services unit, including direct supervision of AssistantOfficers and the Retail Assistant.
• Provide guidance and performance oversight to ensure effective coordination between the Sports &Recreation Services (SRS), Retail Bookshop, and Retail Support sub-units.
• Plan, allocate, and monitor resources to ensure smooth service delivery and adherence to departmentalgoals.

6. Documentation

• Maintain a database of all documentations in relations to retail services such as business permits, tenancyagreement, insurance, sales inventory list, sales monthly report etc.
• Monitor and update on a monthly basis, the Food Court Operator Checklist (Tenancy; insurance period,medical examination report, food handler and operators’ trade license expiry date).
• Monitor, generate report and prepare a monthly revenue income report (stalls, retails, venue for hire,vending machine, mail services) and expenditures budget.
• Develop and improve processes and procedures where necessary.

7. Other duties when needed

• Raise PRF for retail related request.
• Fixed Asset Coordinator (physical verification, tagging, documentation – registrator, transfer, disposal).
• Update retail related information (website update, rules and regulations, Calendar etc.,).
• Coordinate Merchandise’s artworks design with Marketing Operations team.

About you

To be successful in this role, you will have:

• Degree in Marketing and/or Management with relevant working experience.
• Demonstrated experience in retail and leasing industries.
• Demonstrated skills with innovative process improvement andproject management.
• Demonstrated ability to provide leadership, lead significant change andmaintain staff engagement in the process.
• Demonstrated ability to provide direction and support to a team.
• Demonstrated written and oral communication skills.
• Demonstrated ability to relate effectively to clients and staff on matters ofa sensitive and confidential nature.
• Demonstrated effective interpersonal skills and the ability to liaise withstaff at all levels.
• Demonstrated ability to accurately maintain records. Previous experiencein establishing and maintaining a filing system.
• Knowledge and understanding and compliance with Occupational Safetyand Health principles and practices, Equal EmploymentOpportunity/Affirmative Action/Diversity principles and practices.
• Demonstrated commitment to applying and enforcing relevant andapplicable policies, procedures and legislation in the day-to-dayperformance of the functions of this position.
• Demonstrated ability to work effectively with minimal supervision.
• Demonstrated ability to complete a variety of activities to meet conflictingdeadlines.
• Demonstrated organisational skills including the ability to prioritiseworkload.
• Demonstrated ability to contribute to and work as part of a team.
• Demonstrated experience working with students in an education settingor institution.
• Knowledge of the Curtin principles.