Executive, Admin

2 days ago

Puchong New Village, Malaysia iKHASAS Group Full time 40,000 - 60,000 per year

Summary of Job Function

The Administrative Executive is responsible for supporting the day-to-day operations of the Management Office. This includes managing office administration, maintaining accurate records, coordinating meetings and appointments, and assisting with project-related tasks. The role also supports the Building Manager in ensuring the smooth running of all operational, administrative, and resident-related functions within the building.

Duties & Responsibilities

  • Receive quarterly billings from the Property & Tenancy Department and distribute them to all owners and residents.
  • Receive payments from owners and residents, update transactions into the MHW system, and issue receipts.
  • Prepare the daily collection summary report for the Building Manager.
  • Prepare bank-in summary listings before banking in cash and cheques.
  • Disburse monthly cheques in accordance with procedures.
  • Generate reminder letters and conduct follow-up calls to owners with outstanding management fees or utilities.
  • Answer incoming telephone calls and handle walk-in enquiries professionally.
  • Record, track, and compile owners' and residents' complaints; generate monthly statistics for reporting and analysis.
  • Process applications for Moving In/Out, Renovations, Resident Cards, Access Cards, and Car Stickers.
  • Manage bookings for the tennis court and function hall; coordinate with guards and cleaners for key collection and venue preparation/clean-up.
  • Coordinate with service providers (guards, cleaners, landscapers, pest control, lift maintenance, etc.) to address complaints and ensure timely service delivery.
  • Issue standard notices and coordinate with guards to display them at all Notice Boards.
  • Verify attendance and scheduled scope of work of guards, cleaners, and other service providers prior to payment.
  • Assist the Building Manager in compiling and printing monthly reports for JMB meetings.
  • Take minutes during monthly JMB meetings.
  • Compile and tally purchase receipts against petty cash claims.
  • Perform any other administrative tasks as assigned by the Building Manager or Management.

Requirements

  • Minimum Diploma or Bachelor's Degree in Business Administration, Property Management, Facilities Management, or related fields.
  • Strong administrative, coordination, and organizational skills.
  • Good communication and interpersonal skills, with the ability to interact professionally with owners, residents, contractors, and service providers.
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint) and experience with property management systems (e.g., MHW) is an added advantage.
  • Ability to multitask, prioritize, and work independently with minimal supervision.
  • Strong attention to detail and accuracy in documentation and reporting.
  • Ability to handle complaints tactfully and maintain a customer-service oriented approach.
  • At least 
    2 years of administrative or property management experience
    , preferably in a residential/commercial building management environment.

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