ADMIN EXECUTIVE (STRATA PROPERTY)

HASB Facilities Management Sdn Bhd; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A property management company in Malaysia, Selangor, is seeking a dedicated individual to manage invoicing and payment collection duties. Responsibilities include issuing monthly invoices, collecting payments, and maintaining property files. The ideal candidate should possess at least an SPM in a related field, demonstrate strong interpersonal and communication skills, and be detail-oriented with the ability to multi-task effectively. Proficiency in English and Bahasa Melayu is required.

Qualifications

• Familiarity with Strata Building Administration is an advantage.
• Must be independent and quick learner.
• Good interpersonal and communication skills are essential.

Responsibilities

• Issue monthly and quarterly invoices as per client instructions.
• Check statements and collect payments from owners and tenants.
• Assist in the preparation of meeting minutes and schedules.

Skills

Interpersonal skills

Attention to detail

Communication skills

Multi-tasking

Education

SPM or equivalent

Job description

To issue monthly | quarterly invoices (other than water bill and parking and depending on clients’ instructions) and statements by every seven days before the start of the new quarter, i.e. by 23rd of the month preceding month.

To issue water invoices seven days after meter reading is received from the Maintenance Officer (for sites where water is billed by the JMB | MC).

To issue invoices for overnight parking on a daily basis, water on a monthly basis and miscellaneous billings, if any.

To check statements and collect payment from the owners, occupiers and tenants of the parcels.

• If the payment was made by online banking or at cash or cheque machine, to check online.
• If the payment was made by cash or cheque at office, to go to the nearest client’s bank to bank in daily, ESPECIALLY CASH.

To issue receipt for payments made.

• Send the receipt by email to the owner if payment was made via online or payment receipt received via email.

To issue payment vouchers and cheques to all service providers at the end of a month.

To provide collection reports on a daily basis to HASB Accounts team via WhatsApp in the management’s internal group chat and email for records, especially cash collections.

To send the payment reminders to the owners by email, registered post if required at the end of each month.

To proceed with Form 11 | Form 20 and Letters of Demand for defaulters upon approval by the client.

To proceed to Tribunal or courts should the defaulters continue to be ignorant or refuse to co-operate.

To issue access cards upon receiving the application | replacement forms and release to parcel owners upon payment.

To ensure that all service contracts are properly documented. To prepare payment as instructed by the client, Strata Executive and/or the Property | Operations Manager and attach with relevant documents to substantiate the claim from contractors | suppliers.

To receive and record all verbal and written complaints from the owners/occupants of the scheme.

To assist in requisition of office stationeries, stocks and petty cash.

To ensure petty cash, if any, are documented and kept proper.

To maintain property files including contract documents, service manuals, master listing for owners/occupants, contractual services, as-built drawings, etc.

To keep all correspondence records, index book, registration book, etc.

To maintain of registration of contractors, suppliers and service contractors.

To ensure all invoices, amendments to invoices, requisition orders etc are approved by the Operations Manager and/or Finance and Admin Manager of HASB Consultants Group assigned to the site. HASB Consultants Group shall hold and prepare the cheques besides preparing payment vouchers.

To assist in the preparation of minutes of meeting and meeting schedules.

Group shall hold and prepare the cheques besides preparing payment vouchers.

To assist in the preparation of minutes of meeting and meeting schedules.

REQUIREMENTS

Familiar with Strata Building Admin is a Advantage.

Candidate must possess at least a SPM in related field.

Independent, resourceful, quick leaner with good interpersonal and communication skills.

Strong multi-tasking ability with good attention to details and deadlines.

Required language(s): English, Bahasa Melayu

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