Job Purpose
To ensure smooth laundry operations, accurate vendor payments, effective resolution of tenant laundry-related issues with vendors, and adequate linen stock availability in accordance with operational standards.
Key Responsibilities
1. Laundry Vendor Payment Management
a. Data Reconciliation
- Calculate the total amount payable to each laundry vendor.
- Ensure there are no discrepancies in pricing, laundry volume (kg/pcs), penalties, or additional charges in weekly/monthly invoices.
b. Payment Request Processing
- Submit payment requests to the Finance team accurately and on time, in accordance with each vendor's agreed Terms of Payment (TOP).
c. Financial Recording & OPEX Monitoring
- Prepare monthly laundry expense reports by vendor and operational unit.
- Monitor and review monthly laundry OPEX to ensure expenses are properly recorded and within budget.
2. Laundry Case Management & Quality Control
a. Case Management
- Follow up on laundry-related complaints and operational issues, such as missing items, damaged or discolored linens, unpleasant odors, or delayed laundry processing.
b. Investigation & Claims
- Track and investigate laundry-related cases with vendors.
- Coordinate compensation claims or re-wash requests in accordance with company SOPs.
c. Vendor Performance Evaluation
- Maintain incident reports and monitor vendor performance against agreed Service Level Agreements (SLAs) on a regular basis.
d. Cross-Functional Communication
- Act as the main point of contact between operational units (e.g., Housekeeping/Operations) and laundry vendors to ensure smooth coordination and issue resolution.
3. Linen Procurement & Inventory Management
a. Purchase Request
- Initiate purchase requests for new bed linens and other linen supplies based on operational needs, replacement schedules, and minimum stock levels.
b. Inventory Management
- Monitor and record linen movement through regular stock-taking.
- Control linen circulation between used, in-laundry, and warehouse stock to ensure adequate availability for daily operations.
Qualifications & Requirements
General Qualifications
- Minimum Diploma (D3) or Bachelor's Degree (S1) in any field, preferably in Administration, Management, or Hospitality/Hotel Management.
- Minimum 3–4 years of experience in Operations Administration, Purchasing/Procurement, Linen/Laundry Administration, or Housekeeping Management.
- Experienced in managing and coordinating with multiple vendors (multi-vendor management).
Required Skills
- Microsoft Excel / Google Sheets – Intermediate Level
- Proficient in formulas such as VLOOKUP, SUMIFS, and Pivot Tables for payment reconciliation and inventory management.
- Negotiation & Communication Skills
- Able to communicate firmly yet persuasively when handling claims related to damaged or missing items with vendors.
- High Attention to Detail
- Able to accurately reconcile figures across invoices, physical records, and supporting documents with minimal errors.
- Problem-Solving Skills
- Responsive and proactive in resolving operational issues while ensuring daily linen availability is not disrupted.
- Result-Driven & Target-Oriented
- Focused on resolving issues efficiently and measurably, with a strong commitment to maintaining zero pending cases.
