Retail Operation Support Specialist

JOB PURPOSE

To provide efficient support to retail operations of service stations with accordance to Retail operation policies and procedures to ensure smooth retail operations.

In addition, the position provides comprehensive administrative support to the Retail function and the wider organization, including managing departmental activities related to dealers and operators, supporting both field and office teams, overseeing stationery and purchase request processes, and maintaining systematic archiving and documentation to ensure smooth and efficient operations.

• Administrative & Documentation Management

• Maintain and oversee all agreements, leases, subleases, permits, letters, memos, and other official correspondences in accordance with guidelines of Retail.
• Provide comprehensive administrative support to all staff.
• Organize Retail department meetings, act as the focal point consistent follow-up and documentation.
• Handle walk-in potential dealers, maintain their application records, and manage all required documentation to support Retail team members.
• Initiate and manage procurement requests in full alignment with the company’s approved procurement procedures and policies.
• Serve as the custodian of all Retail Operations files including Sales & Operations records & correspondences.

• Regulatory & Ministry Coordination

• Serve as the primary liaison with the Ministry of Energy, ensuring all official inquiries, requests, and communications are responded to promptly and professionally.
• Proactively manage the renewal process of the company’s main operating permit, ensuring full compliance with ministry timelines, regulations, and documentation requirements.
• Maintain an up-to-date record of all regulatory correspondences and approvals to support audit readiness and operational compliance.
• Coordinate internally with relevant departments to gather required data and documents for regulatory submissions and permit renewals.

• Operation Excellence

• Lead Retail staff training programs, including sales and operations teams.
• Oversee the department OPEX plan and monitor expenditure against the approved budget.
• Design and deliver training programs for RBSs and site staff using “train-the-trainer,” on-the-job, and classroom methods.
• Execute effective training initiatives to enhance Retail network performance.
• Develop customer service programs to improve the forecourt customer experience.
• Recommend and implement best practices to improve Retail operations.
• Maintain and update station operations and training manuals.
• Manage monthly staff timesheets and payroll processes, ensuring accuracy and cost efficiency.
• Coordinate with manpower suppliers, verify invoices, and support cost optimization initiatives.
• Organize and manage monthly service station performance competitions.
• Administer payroll related processes for contracted staff.
• Oversee staff uniform management and distribution across stations
• Ensure submission and tracking of site visit plans and reports.
• Support Retail Business Supervisors (RBS) in optimizing station operations and reducing inefficiencies.
• Collaborate with RBS during emergency situations and support investigation and reporting processes and all
• Handle all HSEQ related matters of Retail

• Minimum qualification: Bachelor’s degree in business equivalent.
• Minimum Experience
  : 3 years of relevant experience
• Skills:
• Excellent English language
• Microsoft tools
• Problem solving skills.
• Communication skills.
• Negotiating and influencing skills.
• Interpersonal skills
• Team working.