Academy Administration Executive

Penang Skills Development Centre; Malaysia; On-site; MYR 33,000 - 47,000; Full time

Job summary

Penang Skills Development Centre is seeking an Administrative Support professional to manage registration for multiple intakes, prepare offer letters and related documents, and maintain accurate student data across PSDC systems.

The role also covers loans documentation, customer communications, vendor management, and coordination with external agencies for audits and events. Strong English and Bahasa Malaysia, plus 2+ years of academy experience, are preferred.

Qualifications

• Degree in Administration, Business, Management, or related field.
• Minimum 2 years of relevant administrative/operations experience in academy.
• Experience in education, training, academy, TVET or similar environment an advantage.
• Strong knowledge of office administration, facilities management, and vendor management.
• Strong organizational and multitasking skills.
• Excellent communication skills in Bahasa Malaysia and English.

Responsibilities

• Manage registration for new intakes across multiple programs (IAT, QAT, PMT, DMT, DIAT, DQAT, C&G, MMP).
• Prepare offer letters, orientation sessions, and related documentation for self-sponsored and funded students.
• Handle documentation for loans, funding programs, and claims.
• Prepare proposals, letters, and certificates according to PSDC and customer standards.
• Maintain accurate student data in PSDC systems and funder platforms.
• Respond to inquiries via phone, email, and teleconference.
• Liaise with agencies for audits, examinations, and external visits.
• Manage purchase requests, purchase orders, delivery orders, and invoices.
• Prepare budget documents, monthly income/expense reports, and student allowances.
• Plan and schedule preventive maintenance for equipment.
• Ensure proper housekeeping and compliance with 5S standards.
• Represent PSDC during Open Days, Education Fairs, and promotional activities.
• Assist in organizing Applied Engineering events and After 5 activities.

Skills

Office administration

Vendor management

Facilities management

Organizational skills

Multitasking

Communication

Bahasa Malaysia

English

Education

Degree in Administration or related field

Tools

Microsoft Office

Administrative systems

Job description

• Manage registration for new intakes across multiple programs (IAT, QAT, PMT, DMT, DIAT, DQAT, C&G, MMP).
• Prepare offer letters, orientation sessions, and related documentation for self-sponsored and funded students.

Administrative Support:

• Handle documentation for loans, funding programs, and claims.
• Prepare proposals, letters, and certificates according to PSDC and customer standards.
• Maintain accurate student data in PSDC systems and funder platforms.

Communication & Customer Service:

• Respond to inquiries via phone, email, and teleconference.
• Liaise with agencies for audits, examinations, and external visits.
• Manage purchase requests, purchase orders, delivery orders, and invoices.
• Prepare budget documents, monthly income/expense reports, and student allowances.

Maintenance & Housekeeping:

• Plan and schedule preventive maintenance for equipment.
• Ensure proper housekeeping and compliance with 5S standards.
• Represent PSDC during Open Days, Education Fairs, and promotional activities.
• Assist in organizing Applied Engineering events and After 5 activities.

Requirements

• Degree inAdministration, Business, Management, Education Management, or related field.
• Minimum2 years of relevant administrative/operations experience in Academy.
• Experience in aneducation, training, academy, TVET or similar environmentwill be an advantage.
• Strong knowledge of office administration, facilities management, and vendor management.
• Strong organizational and multitasking skills.
• Excellent communication skills- Bahasa Malaysia and English (written and verbal).
• Proficient in Microsoft Office and administrative systems.
• Ability to work independently and as part of a team.