Summary of Principal Job Responsibility:
As an Administrative Assistant for a strata property in Malaysia, your role will be to provide administrative support to the Building Manager or Building Executive in managing the day-to-day operations, documentation, and communication related to the property. You will play a crucial role in ensuring efficient administrative processes, maintaining records, and facilitating effective communication with property owners, occupants, and stakeholders. Your responsibilities will involve various administrative tasks and coordination efforts to support the smooth functioning of the strata property.
Specific Job Duties and Responsibilities:
Documentation and Record-Keeping:
- Maintain accurate records and documentation related to the property, including property owners' details, contracts, correspondence, and official records.
- Organize and manage filing systems, ensuring easy access and retrieval of information when needed.
- Prepare and distribute notices, circulars, and other communication materials to property owners and occupants as directed by the Building Manager or Building Executive.
- Assist in preparing meeting agendas, minutes, and reports, and maintain records of meetings and resolutions.
Administrative Support:
- Provide general administrative support to the Building Manager or Building Executive, including scheduling appointments, managing calendars, and making travel arrangements.
- Assist in managing and coordinating administrative tasks, such as photocopying, scanning, printing, and mailing documents.
- Prepare and process documentation, such as work orders, invoices, and purchase orders, and ensure proper documentation and approvals are in place.
- Coordinate with external parties, including contractors, suppliers, and service providers, for administrative matters as directed.
Communication and Correspondence:
- Serve as a point of contact for property owners, occupants, and external stakeholders, addressing inquiries, requests, and concerns promptly and professionally.
- Handle incoming and outgoing correspondence, including emails, letters, and phone calls, and direct them to the appropriate individuals or departments.
- Facilitate effective communication and information dissemination by distributing relevant documents and notices to property owners and occupants.Maintain an updated contact list of property owners, occupants, and key stakeholders for efficient communication purposes.
Financial Support:
- Assist in financial matters related to the property, such as monitoring budget utilization and expenses.
- Support the collection of maintenance fees or service charges from property owners, ensuring accurate records and timely payments.
- Coordinate with relevant departments or external parties for the processing of invoices, payments, and financial transactions.
- Maintain records of financial documents, such as invoices, receipts, and statements.
General Support and Coordination:
- Assist in organizing and coordinating meetings, including booking venues, preparing meeting materials, and arranging logistics.
- Coordinate and monitor maintenance and repair works carried out by external contractors or internal staff, ensuring timely completion and adherence to quality standards.
- Assist in maintaining inventory of office supplies, equipment, and other resources, and facilitate procurement as required.
- Collaborate with team members and provide general support to ensure smooth operations of the strata property.
- Ensure all procedures are follows accordance to RACI and SOP set, if needed, implementation of new SOP.
- Undertake any other duties and responsibilities as assigned by management from time to time.
JOB REQUIREMENTS
- Diploma or degree in Business Administration, Office Management, or a related field.
- Proven experience as an administrative assistant or in a similar role.
- English & Bahasa Malaysia & Mandarin
- Strong organizational and time management skills.
- Excellent communication skills, both written and verbal.
Job Type: Full-time
Salary: RM1,700.00 - RM2,000.00 per month
Schedule:
- Monday to Friday
Experience:
- Administration: 1 year (Preferred)
Language:
- Mandarin (Preferred)
