Administration Assistant

ALLIED GROUP PROPERTY SERVICES SND BHD; George Town; On-site; MYR 100,000 - 150,000; Full time

Job summary

A property management company is seeking a Full-time Administration Assistant in George Town, Penang. The ideal candidate will handle administrative operations, maintain records, track payments, and support property management. Candidates should have at least one year of relevant experience and be available for various shifts throughout the week. This role promises a dynamic environment and an opportunity to enhance operational efficiency.

Qualifications

• 1 year of relevant work experience required.

Responsibilities

• Handle day-to-day administrative operations for property management activities.
• Maintain proper filing systems for contracts, agreements, correspondence, and reports.
• Prepare letters, notices, memos, and internal documentation.
• Answer phone calls, emails, and attend to enquiries from residents, tenants, and vendors.
• Assist in managing tenant/resident records, including agreements and personal details.
• Coordinate move-in, move-out, and handover processes.
• Prepare and issue invoices, maintenance charges, and service bills.

Job description

ALLIED GROUP PROPERTY SERVICES SND BHD is hiring a Full time Administration Assistant role in George Town, Pulau Pinang. Apply now to be part of our team.

Requirements for this role:

• Looking for candidates available to work:
  • Mon morning
  • Mon afternoon
  • Mon evening
  • Tue morning
  • Tue afternoon
  • Tue evening
  • Wed morning
  • Wed afternoon
  • Wed evening
  • Thu morning
  • Thu afternoon
  • Thu evening
  • Fri morning
  • Fri afternoon
  • Fri evening
  • Sat morning
  • Sat afternoon
• 1 year of relevant work experience required for this role

Roles & Responsibilities

Administrative & Office Support

• Handle day-to-day administrative operations for property management activities
• Maintain proper filing systems for contracts, agreements, correspondence, and reports
• Prepare letters, notices, memos, and internal documentation
• Answer phone calls, emails, and attend to enquiries from residents, tenants, and vendors

Property & Tenant Administration

• Assist in managing tenant/resident records, including agreements and personal details
• Coordinate move-in, move-out, and handover processes
• Issue notices such as reminders, circulars, and management announcements
• Support property inspections and follow-up actions

Financial & Billing Support

• Prepare and issue invoices, maintenance charges, and service bills
• Assist in tracking payments, outstanding arrears, and updating records
• Support preparation of monthly financial reports and statements
• Coordinate with accounts/finance department when required

Maintenance & Vendor Coordination

• Receive, record, and follow up on maintenance requests or complaints
• Coordinate with maintenance teams, contractors, and service providers
• Monitor work progress and ensure proper documentation of completed jobs
• Maintain vendor contact lists and service records

Meetings & Reporting

• Assist in organizing meetings (e.g. JMB/MC meetings, internal meetings)
• Prepare meeting agendas, minutes, and follow-up action lists
• Compile reports related to property operations, complaints, and maintenance

Compliance & Documentation

• Ensure records comply with company policies and relevant regulations
• Assist in monitoring statutory requirements, licenses, and renewals
• Maintain confidentiality of tenant and company information

Customer Service & Communication

• Act as a liaison between management, residents, tenants, and service providers
• Handle complaints professionally and escalate issues when necessary
• Maintain positive relationships with stakeholders

General Duties

• Perform ad-hoc administrative tasks as assigned by Property Manager or Management
• Support operational efficiency and continuous improvement initiatives