Head of Administration at Mai Shayi Coffee

Role Purpose

• The Head of Administration is responsible for providing strong administrative leadership and operational support across all Mai Shayi Coffee locations.
• The role ensures that administrative systems, facilities, vendors, documentation, logistics and support services operate efficiently, cost-effectively and in full compliance with company policies, brand standards and regulatory requirements, enabling smooth day-to-day café and restaurant operations.

Key Responsibilities

• Develop, implement and continuously improve administrative policies, procedures and standard operating guidelines across head office and all café outlets.
• Ensure full compliance with internal policies, brand standards, regulatory requirements and local authority regulations applicable to food and beverage businesses.
• Oversee day-to-day administrative operations including office management, records management, correspondence and documentation control.
• Manage facilities across all locations, ensuring cafés, kitchens, offices, warehouses, parking areas and staff facilities are safe, functional and well maintained.
• Oversee preventive and corrective maintenance for coffee machines, kitchen equipment, furniture, fittings, power systems, water supply and sanitation facilities.
• Supervise maintenance officers and coordinate external vendors to ensure timely repairs and minimal operational downtime.
• Manage administrative aspects of vendor sourcing, onboarding, contracts, service level agreements and renewals in collaboration with procurement and finance.
• Monitor vendor performance and enforce contract compliance for services such as cleaning, security, waste management, utilities and equipment servicing.
• Provide administrative oversight of inventory, storekeeping and logistics processes, ensuring proper documentation, accountability and audit trails for consumables, non-consumables, uniforms and office supplies.
• Work closely with operations and finance teams to minimize losses, wastage and stock variances across outlets.
• Supervise workforce administration activities including attendance systems, shift documentation, staff welfare logistics and administrative support to HR processes.
• Coordinate onboarding and exit logistics for staff, including ID cards, uniforms, tools, access permissions and asset handovers.
• Support health, safety and hygiene compliance by coordinating inspections, incident reporting, risk assessments and safety training activities.
• Liaise with regulatory bodies, inspectors and external stakeholders on administrative, compliance and facility-related matters.
• Prepare and manage the administrative budget, monitor expenditure and implement cost-control initiatives without compromising service quality.
• Produce regular administrative performance, compliance and cost reports for management review.
• Identify operational gaps, risks and improvement opportunities and recommend practical solutions.
• Support business expansion activities including new outlet setup, renovations, relocations and operational scaling.

Key Performance Indicators

• Facility uptime and maintenance compliance, administrative cost efficiency, audit and regulatory compliance results, vendor performance ratings, accuracy of inventory records, staff satisfaction with administrative services, turnaround time for administrative support requests.

Qualifications and Experience

• Bachelor’s degree in Business Administration, Management or a related field, with an MBA or professional certification as an advantage.
• Minimum of 7 - 10 years of administrative or operations management experience, preferably within hospitality, retail or multi-site business environments.
• Strong knowledge of café or restaurant operations and regulatory requirements is required.

Required Competencies:

• Strong organizational and coordination skills, high attention to detail, vendor and contract management capability, cost control and budgeting skills, problem-solving ability, leadership and people management skills, and the ability to work effectively in a fast-paced hospitality environment.