Administrative Assistant / Executive

CBRE; Penang; On-site; MYR 30,000 - 40,000; Full time

Job summary

A global real estate services firm in Malaysia seeks an Administrative Executive to manage daily administrative tasks, including data entry, filing, and correspondence. The ideal candidate will have 1-2 years of administrative experience, assist in preparing reports, and maintain property records. Excellent communication skills are essential, as you will interact with tenants and manage rental collections. This role offers a chance to become integral to property management operations in a dynamic work environment.

Qualifications

• Minimum 1-2 years of administrative management experience preferred.

Responsibilities

• Handle daily administrative duties such as data entry and filing.
• Prepare and maintain tenancy files and contractor information.
• Assist Property Executive in preparing letters, notices, and reports.
• Answer phone calls, emails, and walk-in inquiries professionally.
• Monitor rental collections and assist tenants with payment matters.

Skills

Administrative management

Data entry

Communication

Job description

Qualifications

Minimum 1-2 years of administrative management experience preferred

Responsibilities

• Handle daily administrative duties such as data entry, filing, correspondence, and document control.
• Prepare and maintain tenancy files, property records, and contractor information.
• Assist Property Executive in preparing letters, notices and reports.
• Update property occupancy lists, contract expiry trackers, and maintenance logs.
• Answer phone calls, emails, and walk-in inquiries professionally.
• Issue billings, receipts, purchase orders, verify invoices, and assist with payment submissions.
• Assist tenants with basic administrative matters such as payment receipts, document requests, and appointment coordination.
• Track rental collection records and update arrears status in the system.
• Ensure documents are accurately filed and easily retrievable in physical and digital formats.
• Monitor rental collections, utility bill payment schedules, issue reminders and follow up on outstanding payments by tenants.
• Ensure that all statutory and mandatory payments related to the Properties including Assessment, Quit Rent, Fire Insurance premiums, and any other applicable charges are monitored and settled promptly to remain fully up to date.