Recovery Administrator

Job Summary

The Recovery Coordinator is responsible for managing the full administrative and coordination process of overdue accounts. This role ensures that all recovery cases are properly received, tracked, and processed — from initial employer verification to issuance of demand letters and insolvency submissions. The position acts as a key bridge between the Accounts, Collectors, and Legal departments to ensure effective and timely debt recovery.

Key Responsibilities

1. Data Management & Case Assignment

• Receive and review the monthly list of overdue or default accounts from the Accounts team.
• Verify debtor details for accuracy and completeness before case assignment.
• Contact employers or relevant third parties to identify the reason for outstanding balances.
• Categorize cases (e.g., employer issue, resignation, deceased, etc.) and assign them to the appropriate collector or field officer.
• Track all cases in the recovery database or CRM system, ensuring updates are accurate and timely.

2. Documentation & Legal Preparation

• Prepare and issue Letters of Demand (LOD) for collector distribution.
• Draft and coordinate Legal Notices of Demand in collaboration with the Legal or Compliance team.
• Assist in preparing and submitting Insolvency Claims or Proof of Debt documents when required.
• Maintain proper filing and documentation for all recovery and legal cases (both physical and digital).
• Ensure all legal correspondence follows proper format and timeline as per internal SOPs.

3. Communication & Coordination

• Liaise with internal departments such as Accounts, Finance, Collectors, and Legal to ensure smooth case handling.
• Follow up with collectors for case updates, payment arrangements, or employer responses.
• Communicate clearly with employers to verify employment status, salary deduction issues, or repayment plans.
• Support the Recovery Manager in escalations, legal submissions, or high-value default cases.

4. Reporting & Monitoring

• Maintain an accurate and updated Recovery Master Database of all active, closed, and legal cases.
• Generate weekly and monthly reports on:
• New cases received
• Collections assigned
• Legal actions taken
• Recovery success rate and outstanding status
• Highlight problematic or unresponsive cases to management for further decision-making.

5. Compliance & Continuous Improvement

• Ensure all communication and recovery actions comply with company SOPs and relevant financial regulations.
• Maintain confidentiality of customer and employer information at all times.
• Continuously review and improve documentation processes for efficiency.
• Provide administrative support for any audit or compliance reviews.

Key Skills & Competencies

• Strong organizational and coordination skills.
• Excellent communication (verbal & written) — fluent in Bahasa Malaysia and English.
• Detail-oriented with ability to handle sensitive documentation.
• Strong follow-up and problem-solving mindset.
• Proficient in Microsoft Excel, Word, and database/CRM management.
• Familiarity with legal or debt recovery procedures is an advantage.

Qualifications & Experience

• Diploma or Degree in Business Administration, Finance, Accounting, or related field.
• Minimum 2 years of experience in recovery, collections, or admin coordination (preferred).
• Experience dealing with legal letters, debt collection, or financial documentation is highly desirable.

Performance Indicators (KPIs)

• Accuracy and timeliness of monthly recovery data entry.
• Percentage of cases successfully assigned and followed up.
• Turnaround time for preparing LOD and legal documents.
• Reporting accuracy and update frequency.
• Compliance with company SOPs and confidentiality standards.

Job Types: Full-time, Permanent

Pay: From RM2,300.00 per month

Benefits:

• Dental insurance
• Health insurance
• Maternity leave
• Meal provided
• Opportunities for promotion
• Professional development
• Vision insurance

Work Location: In person