ADMIN EXECUTIVE

Royal Selangor Golf Club; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A prestigious golf club in Kuala Lumpur seeks an Administrative Support staff member to assist with data entry, membership management, and documentation. Candidates should have at least a Diploma in Business Administration and a minimum of 2-3 years of administrative experience. This role involves document processing, inter-department coordination, and supporting staff transitions. Strong attention to detail, proficiency in Microsoft Office, and good communication skills are essential. This is an excellent opportunity to contribute to a reputable organization in a supportive capacity.

Qualifications

• Minimum Diploma in Business Administration, Accounting, or a related field.
• At least 2–3 years of experience in administrative support or data processing.
• Familiarity with accounting systems and data reconciliation processes is an advantage.

Responsibilities

• Perform data entry and processing of transactions.
• Coordinate with staff from various departments for document availability.
• Prepare and distribute monthly statements of account.
• Assist in scanning and digitising personnel records.
• Train incoming staff members for smooth transitions.

Skills

Attention to detail

Proficient in Microsoft Office

Good communication skills

Team-oriented

Proactive

Adaptable to change

Education

Diploma in Business Administration

Job description

A) Data Entry, Processing, Reconciliation, Reporting and System Support

• Perform data entry and processing of transactions, including day‑end jobs for membership, reciprocal clubs, guests and visitors, functions, and other debtor accounts, as well as related source documents. Verify edit listings, post transactions accurately, and reconcile variances.
• Coordinate and liaise with staff from various departments to ensure the timely availability of source documents for input and processing. Manage daily batch processing and month‑end closing of TPOS outlets, sales, recurring charges, subscriptions, and Accounts Receivable postings to the Finance Accounting System (FAS).
• Sort, batch, and total transactions; verify edit listings and posted ledgers; reconcile source documents and resolve discrepancies. Prepare and print monthly statements of account and payment notices, and arrange distribution to Members via post and bulk email. Prepare accompanying summary sheets.
• Perform reconciliation and generate annual goodwill contribution and inter‑club match contribution reports.
• Conduct data downloading and uploading for system integration and module transfers. Verify summary totals and reconcile variances.
• Generate, print, and distribute computer printouts to various departments according to schedule or as required. Maintain proper filing for departmental reference and prepare report distribution checklists.
• Print mailing labels for circulars, AGM and EGM notices, annual reports, and other communications as required. Process mailing labels according to specific requirements, including physical verification and data extraction, and prepare corresponding summary sheets.
• Prepare monthly output totals for each type of transaction and analyse data integrity and accuracy between source documents and posted transactions; submit findings to the Head of Department (HOD).
• Extract and compile monthly transaction data into standard statistical reports for departmental reference and produce ad‑hoc statistics as required.
• Attend to end‑users from various departments and auditors regarding queries or requirements related to data processing, transactions, and report printouts.
• Perform data entry, system testing, and data reconciliation during new system implementations, system migrations, upgrades, or other projects.
• Coordinate with other departments on day‑to‑day activities involving data processing, reporting, and bulk printouts to ensure smooth operations.
• Process and consolidate e‑invoices daily for submission to the Inland Revenue Board (IRB) and liaise with the Membership Department to resolve any failed or invalid transactions.
• Generate Members’ Reminder and Suspension Credit Limit Letters, administer applicable fees, and respond to members’ enquiries via email in a timely and professional manner.
• Assist the Administration team in preparing and dispatching reminder letters through ordinary mail and AR Registered Post.
• Prepare the monthly credit card listing for auto‑debit transactions for submission to the bank and coordinate with the Finance Department to ensure correct posting and crediting to members’ accounts.
• Provide administrative support to the Administration and Membership Department, including handling calls and correspondence, attending to accounts and membership enquiries, and ensuring prompt follow‑up on outstanding matters.
• Support the coordination and execution of membership introduction sessions and the Club’s general meetings.
• Undertake other administrative and operational tasks as assigned to ensure the smooth and efficient functioning of the Department.

C) Digitalisation of Physical Membership Files and Documents

• Assist in scanning all Members’ personnel records/files and relevant Administration documents into digital (softcopy) format. Rename and organise files in accordance with the standardised naming conventions and store them in designated folders within the digitalised document management system.
• Continuously update and digitise both existing and newly received documents, ensuring that corresponding physical copies are properly filed and maintained within Members’ physical records.

D) Succession & Staff Transition Responsibilities

• Train and guide the incoming staff member to ensure a smooth handover of current duties, providing hands‑on mentorship, job shadowing opportunities, and practical support throughout the transition period.
• Document and update workflows, procedures, and Standard Operating Procedures (SOPs) to ensure operational consistency and knowledge retention.
• Monitor the progress of the new staff member and provide additional clarification, coaching, or support as needed.
• Ensure continuity of service and minimise disruption to operations within the Administration Department.

Any Other Assignment

• Type, file, photocopy, retrieve, distribute and enclose documents as & when required.
• Sort, bundle and catalogue old documents and files and transfer to the store‑room on a yearly basis and as & when required. Prepare a new filing system for the incoming year and as & when required.
• Assist the HOD and Reporting Officer on work‑related matters as and when required.
• Other duties as & when required by the Club.

Qualifications, Skills and Knowledge

• Minimum Diploma in Business Administration, Accounting, or a related field.
• At least 2–3 years of experience in administrative support, data processing, or membership management.
• Familiarity with accounting systems, document management systems, and data reconciliation processes is an advantage.
• Personnel Characteristics and Behaviours:
  • Strong attention to detail and accuracy.
  • Proficient in Microsoft Office applications and database systems.
  • Good communication and coordination skills across departments.
  • Ability to maintain confidentiality and uphold data integrity.
  • Team‑oriented, proactive, and adaptable to change.