Admin Assistant

MINDTECK SOFTWARE MALAYSIA SDN BHD; Kuala Lumpur; On-site; MYR 45,000 - 67,000; Full time

Job summary

Mindteck Software Malaysia Sdn Bhd is seeking a Policy Servicing Administrative Assistant to ensure accurate, compliant, and timely policy servicing across the client lifecycle. The role emphasizes accurate data capture in CRM, AML/CFT compliance, and detailed audit trails.

You will liaise with advisers and product providers, escalate complex issues, and support regulatory inspections while maintaining efficient servicing timelines.

Qualifications

• Diploma or Degree in Finance, Banking, Business Administration, or related field.
• English fluency, both written and spoken.
• Proficiency in Microsoft Office tools (Outlook, Word, Excel, PowerPoint).
• Strong attention to detail and ability to manage tasks under tight deadlines.

Responsibilities

• Process and administer policy servicing queries, transactions and follow ups including changes of personal details, arrears, reinstatements, reductions, cancellations, withdrawals, surrenders, and dealing instructions.
• Accurately capture and update policy details in internal systems, trackers and CRM for data integrity.
• Review and validate servicing requests before submission to product providers.
• Track and follow up on pending servicing requests to ensure timely completion.
• Generate periodic reports for management, compliance monitoring and advisors as needed.
• Investigate discrepancies or failed transactions and report to the manager.
• Liaise with advisers, custodians, and product providers to confirm processing status and resolve delays.
• Maintain detailed servicing logs and an audit trail of policy activities.
• Escalate complex issues or complaints to the reporting manager for resolution and regulatory reviews.

Skills

MS Office

Attention to detail

Communication

Data entry

English fluency

Education

Diploma or Degree in Finance, Banking, Business Administration or related field

Tools

CRM systems

MS Excel

Job description

The Policy Servicing Administrative Assistant is responsible for the accurate, compliant, and timely execution of all policy servicing and administrative functions across the client lifecycle. This role ensures full compliance with the Labuan Financial Services Authority (Labuan FSA) regulatory framework, adherence to AML/CFT requirements and internal compliance policies, and proper maintenance of client records, audit trails, and operational controls.

Key responsibilities

Process and administer policy servicing queries, transactions and follow ups including change of personal details, premium arrears, reinstatements, reductions, cancellations, policy withdrawals, surrenders, dealing/switching instructions, and generating valuations and reports

Accurately capture and update all policy details in internal systems, trackers and CRM, ensuring data integrity and consistency across systems

Review and validate servicing requests before submission to product providers, ensuring all information is accurate and correct

Track and follow up on pending servicing requests to ensure completion within agreed service timelines

Generate periodic reports for management review, compliance monitoring and as required by advisors

Investigate and escape discrepancies or failed transactions timely to reporting manager

Liaise with advisers, custodians, and product providers to confirm processing status and resolve discrepancies or delays

Maintain detailed servicing logs and ensure full audit trail of all policy-related activities

Escalate complex servicing issues or complaints to relevant reporting manager for management and adviser requests and regulatory inspections

Support compliance monitoring activities by providing requested documentation, assisting in periodic reviews and file checks, and participating in process improvement initiatives

About you

Diploma or Degree in Finance, Banking, Business Administration, or related field

Minimum 1–3 years of experience in financial services, insurance, brokerage, or administration

Experience in offshore / Labuan environment in similar industry is an advantage

Able to converse fluently in English both written and spoken

Proficiency in Microsoft Office tools (Outlook, Word, Excel and PowerPoint)

Strong attention to detail, organised, process driven, effective communication skills and able to manage tasks in tight deadline

Able to accept occasional extended hours during influx of servicing queries