New Station Agreement Management

• Work closely with Retail Development Team for new contract, LOI and termination letters
• Ensure digital and physical storage of documents.
• Track legal documents to ensure compliance.

Existing Agreement Management  

• Record timeline of all contracts & digitalization (SharePoint management)
• Draft New Agreement to be renewed
• Track contracts nearing expiration and expired contracts.
• Draft terms and conditions and submit to management for approval.
• Request fixed assets and mockups from the Asset Controller and Engineering Team.
• Draft contracts, cover notes, and submit to legal via SharePoint for review and tracking.
• Print out and submit to MD for approval.
• Re-draft if there are comments or updates to legal clauses.
• Scan, prepare, and send to TMs with a tracking Excel file via email.
• Follow up with TMs via email and Telegram and update status to management weekly.
• Re-scan the contract when returned from TMs (both parties signed) and keep hard copies in a folder.
• Share with the relevant team for their information and update the timeline in the Excel file.
• Ensure digital and physical storage of documents.
• Track legal documents to ensure compliance.

Station Legal Documentation Management

• Manage VAT, Patent, MOC Certification, Station Permits, etc.
• Ensure digital and physical storage of documents.
• Track legal documents to ensure compliance.
• Follow up and monitor documents to ensure existence, compliance, and accuracy.

Letter Management

• Draft LOIs, warning letters, and other administrative letters

Other Administrative Tasks

• Assist with day-to-day administration tasks, including filling forms, documents, emails, and approval requests.
• Prepare customer data forms for new stations.
• Prepare modification forms for any changes from previous information.
• Prepare blocked forms for closed stations.
• Prepare extension forms for any requests from Lubricant team.
• Send, keep updated, and follow up with management.
• Share approved forms with the IT Team for adjustment in SAP.

Share new codes or any changes with the Mobility Card and relevant team.

• A bachelor’s degree in business administration, law, or a related field.
• Proficiency in Microsoft Office Suite, especially Excel.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Attention to detail and accuracy in handling documents and data.
• Some experience in administrative roles, preferably in contract management or legal compliance.
• Experience in managing digital and physical storage of documents.
• Familiarity with drafting and managing legal documents such as contracts, LOIs, and termination letters.
• Experience in tracking and monitoring compliance-related tasks and documents.
• Previous experience in a similar role within a corporate or legal environment would be advantageous