Administrative Executive

Aes Academy; Petaling Jaya; On-site; MYR 30,000 - 36,000; Full time

Job summary

AES Academy – The Audio School is seeking an Administration Executive to support its growing college and TVET operations in Malaysia. You will build and manage administrative systems, support students and trainers, and work closely with management as AES expands its education and training programmes.

Salary: From RM3,000 per month, depending on experience and capabilities; EPF and Socso provided. Availability: candidates who can commence employment soon are encouraged to apply.

Qualifications

• Minimum two years of relevant administrative experience.
• Strong organisational skills with attention to detail.
• Able to manage competing priorities.
• Proficient in Microsoft Office or Google Workspace.
• Excellent written and verbal communication.
• Willing to learn IPTS, MQA, JPK/MySPIKE, PTPTN and PTPK.
• Professional, dependable and discreet with confidential information.
• Able to work independently and take ownership.

Responsibilities

• Establish and maintain structured administrative filing system.
• Coordinate student and participant enquiries and registrations.
• Manage MySPIKE portal records and documentation.
• Assist PTPTN/PTPK applications and related docs.
• Prepare presentations, reports, and meeting minutes.
• Provide progress reports and identify workflow improvements.

Skills

Organization

Time management

Attention to detail

Communication

Tools

Microsoft Office

Google Workspace

Job description

We’re Hiring: Administration Executive (Higher Education)

AES ACADEMY – The Audio School is seeking a proactive and organised Administration Executive to support our growing college and TVET operations.

This role offers the opportunity to build and manage administrative systems, support students and trainers, and work closely with management as AES expands its education and training programmes.

Salary: From RM3,000 per month, depending on experience and capabilities comes with EPF ans Socso.

Experience: Minimum two years of relevant experience

Availability: Candidates who can commence employment soon are encouraged to apply

Key Responsibilities

1. Administrative Systems and Records Management

• Establish and maintain a structured administrative filing system, including cloud-based folders and physical records.
• Ensure digital and hard-copy files are consistent, accurate, updated and readily accessible.
• Develop filing conventions, document templates, checklists and standard operating procedures.
• Maintain appropriate access controls and confidentiality for student, staff and institutional records.

2. Student and Academic Administration

• Coordinate student and participant enquiries, registration, onboarding and documentation for higher education and TVET programmes.
• Maintain student records, attendance, assessment documentation and other academic administrative files.
• Support enrolment, programme scheduling and communication with students, lecturers and trainers.
• Learn and apply the documentation requirements relevant to private higher education institutions (IPTS) and the Malaysian Qualifications Agency (MQA).
• Organise records for institutional reviews, compliance checks and audits.

3. TVET, Trainer and Assessment Administration

• Coordinate administrative requirements for TVET students, participants, trainers and assessors.
• Maintain trainer profiles, supporting credentials, assessment records and programme documentation.
• Manage and update AES’s MySPIKE portal records, including application documentation, submissions and follow-up.
• Track outstanding requirements and coordinate their completion with the relevant personnel.

4. Student Financing and Institutional Support

• Assist students with PTPTN and PTPK applications, supporting documents and follow-up.
• Coordinate related documentation and administrative requirements from AES’s institutional perspective.
• Maintain accurate application records, status trackers and submission timelines.

5. Management Support and Document Preparation

• Prepare professional presentations, reports, proposals, letters, meeting minutes and other documents required by management.
• Research, compile and present information clearly to support management decisions.
• Coordinate meetings, track action items and follow up on agreed deadlines.
• Undertake additional administrative activities and assigned projects within agreed timelines.

6. Reporting and Continuous Improvement

• Provide regular progress reports on administrative work, applications, documentation gaps and outstanding matters.
• Identify practical ways to improve workflows, record accuracy and administrative efficiency.
• Work towards agreed KPIs and implementation milestones.

Candidate Requirements

• Minimum two years of relevant administrative experience, preferably in higher education, training or a related environment.
• Strong organisational skills, attention to detail and the ability to manage competing priorities.
• Able to think critically, identify problems and propose practical solutions.
• Creative and resourceful in preparing documents, presentations and administrative processes.
• Able to work independently, take ownership and follow tasks through to completion.
• Proficient in appropriate productivity tools, including Microsoft Office or Google Workspace, presentation software, cloud storage and online administrative portals.
• Strong written and verbal communication skills.
• Willing to learn IPTS, MQA, JPK/MySPIKE, PTPTN and PTPK processes. Existing knowledge or experience in these areas is an advantage.
• Professional, dependable and discreet when handling confidential information.

Initial Priorities and Performance Expectations

The successful candidate will help establish a reliable administrative foundation for AES:

• First two months: Establish the filing structure, documentation templates, core workflows and tracking systems, targeting approximately 90% completion of the agreed setup scope.
• Third month: Test, refine and resolve gaps so the systems operate consistently.
• Thereafter: Maintain accurate records, timely submissions and dependable administrative support.

The role includes a six-month probation period, with performance reviewed against agreed KPIs and milestones.