Admin Executive (Department Coordinator)

Knight Frank Malaysia; Kuala Lumpur; On-site; MYR 36,000 - 60,000; Full time

Job summary

Knight Frank Malaysia is seeking an Admin Executive to support the Asset Management department in day-to-day operations. The role focuses on documentation, coordination, and effective communication with internal and external stakeholders.

Responsibilities include organizing meetings, maintaining records, supporting proposals and tenders, and liaising with Finance on billing and invoices. Strong MS Office and SharePoint skills, plus a proactive, detail-oriented approach, are essential.

Qualifications

• Bachelor's degree in Business Administration, Real Estate, or a related field.
• 1–3 years of administrative or coordination experience; property/asset management exposure is a plus.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams & SharePoint).
• Strong organisational and multitasking abilities.
• Good written and verbal communication skills.

Responsibilities

• Provide administrative support to the Asset Management department, including documentation, correspondence, and reports.
• Organise meetings, prepare agendas and presentation slides.
• Maintain a centralised master tracker for deadlines and deliverables.
• Coordinate submissions and proposals with Finance, clients, and vendors.
• Handle invoicing matters and assist with licences and memberships.

Skills

MS Office

Organisational skills

Communication

Education

Bachelor's degree in Business Administration/Real Estate

Tools

SharePoint

Teams

Excel

Word

Outlook

PowerPoint

Job description

Summary

We are looking for a proactive and detail-oriented Admin Executive to support the day-to-day administrative operations of our Asset Management department. This role plays a key part in ensuring smooth departmental coordination, supporting the team, and facilitating effective communication with internal and external stakeholders.

Key Responsibilities

1. Administrative Support

Maintain and manage departmental documentation, correspondence, and reports.

Organise and schedule meetings, prepare agendas and presentation slides.

Track key deadlines and deliverables, and maintain a centralised master tracker for the team.

Support in the preparation and coordination of relevant submissions and proposals.

Liaise with the Finance team, clients, vendors, and relevant parties on billing and invoicing matters.

Assist in compiling required documents for proposals, tenders, and departmental reports.

Provide regular updates to the HOD on monthly budgets, invoices, and billings.

3. Departmental Support

Manage filing systems and departmental records via SharePoint.

Coordinate with internal departments (HR, Finance, etc.) to support operational requirements.

Assist directors with expense claims submission.

Support renewal of team members' licences and professional memberships with relevant bodies.

Handle ad hoc requests and provide general team support as needed.

4. Compliance & Record Management

Ensure departmental documents and processes adhere to company policies and standards.

Maintain confidentiality of all sensitive information and records.

Requirements

Bachelor's degree in Business Administration, Real Estate, or a related field.

1–3 years of administrative or coordination experience; experience in a property or asset management environment is an advantage.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams & SharePoint).

Strong organisational and multitasking abilities.

Good written and verbal communication skills

Able to work independently and collaboratively in a fast-paced environment.

Detail-oriented, resourceful, and proactive in approach.

Good interpersonal skills with the ability to liaise across various levels of stakeholders.

Commercial & Industrial Property Management 101-1,000 employees

Knight Frank Malaysia was established in 2002 and has since grown to have a strong presence locally and globally. The Company’s headquarters are located in Kuala Lumpur with branches in Penang, Johor and Kota Kinabalu.

Utilising Knight Frank’s vast global network and Knight Frank Malaysia’s expertise in the local market, The Company offers high-quality professional advice and solutions across a comprehensive portfolio of property services and is registered with The Board of Valuers, Appraisers, Estate Agents and Property Managers and is licensed to undertake property, valuations / consultancy, estate agency and property management. The Company is also on the panel of all leading banks and financial institutions.

Mission Statement:

To provide quality service and solutions to our clients, understanding that their needs go beyond the mere promise of basic professional service. With carefully selected and dedicated teams, we deliver high quality and seamless service, confidence and value to our clients.