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Administrative Support Coordinator

7 days ago

Ipoh, Perak, Malaysia Tui Blue The Haven Ipoh Full time

Job Summary

The Administrative Support Coordinator will provide administrative assistance to the management team at Tui Blue The Haven Ipoh. This includes answering incoming calls, handling complaints, and responding to emails and WhatsApp messages.

Key Responsibilities

  • Answering incoming calls and providing information to owners
  • Handling professional complaints raised by owners
  • Responding effectively to emails and WhatsApp messages
  • Programming smart tags and access cards
  • Preparing quotations for maintenance work
  • Checking payments and preparing official receipts
  • Carrying out daily collections and aging
  • Preparing reminders and updating resident lists
  • Printing, scanning, and filling guest forms
  • Checking PRs, DOs, and invoices
  • Preparing PRs and POs
  • Checking supplier invoices and keying them into the system
  • Searching for suitable supplier quotations
  • Preparing petty cash lists and E-Wallet summaries
  • Preparing meeting minutes
  • Carrying out other administration tasks as requested by management

Monthly Tasks

  • Generating maintenance fund invoices and overdue interest for owners
  • Generating Internet debit notes for owners and tenants
  • Generating debit notes for owners for maintenance work
  • Sending bill statements to owners
  • Printing Internet statements and dropping them in letter boxes
  • Printing official receipts from the system for filing purposes
  • Sending reminders to owners with outstanding maintenance fund through WhatsApp
  • Doing invoice summaries for Haven and Hotel
  • Preparing Form 11
  • Preparing Form 1 for tribunal court submission
  • Preparing punch cards for contract staff
  • Checking and calculating salaries for contract staff
  • Checking and keying in supplier invoices for payment
  • Checking payment vouchers
  • Preparing payment summaries and keying them into the system
  • Preparing TNB and LAP reading calculations and keying them into DN
  • Doing bank recons and accounts (income and expenses)
  • Preparing exit passes