Job Summary
We are seeking a responsible, organised, and detail-oriented Management Admin Executive to support the daily operations of our condominium Management Office.
Key Responsibilities
1. Billing, Invoicing & Collections
- Prepare and issue monthly maintenance/service charge and sinking fund invoices.
- Monitor and follow up on outstanding payments from parcel owners and residents.
- Maintain accurate collection records, payment receipts, and account statements.
- Issue payment reminders, overdue notices, and statements of account.
- Assist with payment reconciliation and daily collection reports.
- Update payment transactions in the property management system.
- Handle billing enquiries, payment disputes, and instalment arrangements professionally, subject to management approval.
2. JMB Administration & Documentation
- Assist in daily administrative operations of the Management Office.
- Maintain proper filing of correspondence, invoices, payment records, and resident documentation.
- Prepare official letters, notices, circulars, and internal reports.
- Assist in preparing JMB meeting documents, minutes, and administrative records.
- Maintain and update parcel owner and tenant information, including strata records.
- Support compliance with the Strata Management Act 2013 (Act 757) and applicable management procedures.
3. Resident Services & Communication
- Attend to residents' enquiries, complaints, and service requests.
- Communicate professionally with parcel owners, tenants, contractors, and service providers.
- Coordinate maintenance requests and follow up with the relevant personnel.
- Assist with resident registration, access cards, renovation applications, and facility bookings.
- Ensure timely responses to residents and proper documentation of complaints.
4. Financial & Accounts Support
- Assist in preparing collection summaries, outstanding debtors reports, and monthly financial updates.
- Verify invoices, receipts, and supporting documents before submission for payment approval.
- Maintain records of supplier invoices, purchase orders, and payment vouchers.
- Coordinate with the Accounts Department or external accountants on financial documentation.
- Assist with audit preparation and proper record keeping.
5. General Office Operations
- Monitor office supplies and administrative requirements.
- Coordinate with security, maintenance, and cleaning teams.
- Assist the Building Manager with daily operational matters.
- Perform other administrative duties assigned by Management.
Job Requirements
- Minimum SPM, Diploma, or equivalent qualification in Business Administration, Accounting, Property Management, or related fields.
- Minimum 1–2 years of experience in condominium management, JMB, MC, or property management is preferred.
- Familiar with service charge billing, sinking fund collections, invoicing, and outstanding account monitoring.
- Knowledge of strata property management procedures and Act 757 is an advantage.
- Proficient in Microsoft Excel, Word, and basic accounting software.
- Experience with property management billing systems is an added advantage.
- Good communication skills in Bahasa Malaysia and English.
- Able to handle residents professionally, including difficult enquiries and overdue payment follow-ups.
- Organised, trustworthy, responsible, and able to work independently.
- Good attention to detail and accuracy in financial records.
Job Responsibilities:
- Handle daily administrative duties and documentation for the Management Office
- Attend to residents’ enquiries, requests and complaints in a professional manner
- Handle incoming calls, emails and correspondence
- Assist with billing, payment collection, receipts and basic accounts-related matters
- Prepare and maintain proper records, filing and documentation
- Assist with management office reports and administrative tasks
- Coordinate and follow up with contractors and service providers when required
- Assist in monitoring maintenance-related matters and residents’ requests
- Assist with notices, circulars and other communications to residents
- Handle other duties related to the daily operations of the condominium as assigned by the Management
Requirements:
- Minimum SPM / Diploma in Business Administration, Accounting, Property Management or related field
- Previous experience in property management / condominium management / administration is an advantage
- Basic knowledge of accounts, billing and payment handling
- Proficient in Microsoft Office, especially Excel
- Good communication and interpersonal skills
- Responsible, organised and able to work independently
- Able to communicate well with residents, contractors and management
Working Hours:
Monday – Friday: 9:00 AM – 5:30 PM
Saturday: 9:00 AM – 1:00 PM
Pay: From RM2,400.00 per month
Benefits:
- Free parking
- Maternity leave
Work Location: In person
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