Administrative Executive, Student Accommodation

Heriot-Watt University Malaysia; Malaysia; On-site; MYR 100,000 - 150,000; Full time

Job summary

An educational institution in Malaysia is seeking an Administrative Executive to support the Student Accommodation Manager with daily operations. Responsibilities include managing room allocations, addressing resident enquiries, and ensuring compliance with accommodation policies. Candidates should have a Bachelor’s degree or Diploma and at least one year of relevant work experience in administration or customer service. The role emphasizes customer orientation and teamwork, offering a supportive environment for new graduates.

Qualifications

• At least one year working experience in administration, customer service, hospitality, or property management; fresh graduates encouraged.
• Administrative and documentation skills are preferred.
• Experience in student services, property management, front desk, or hospitality is beneficial.

Responsibilities

• Manage and coordinate the administrative functions of student accommodation.
• Handle accommodation enquiries and allocations.
• Attend to daily resident enquiries and complaints.
• Oversee check-in and check-out processes.
• Coordinate meetings with internal departments and stakeholders.

Skills

Customer service orientation

Clear written and verbal communication

Teamwork and collaboration

Time management

Multitasking

Education

Bachelor’s degree or Diploma

Job description

The Administrative Executive supports the Student Accommodation Manager in overseeing daily operations to ensure excellent service delivery and a positive living experience for all residents. This role involves managing room allocations, handling student enquiries, coordinating maintenance, supporting tenancy processes, and ensuring compliance with accommodation policies and procedures.

Key Duties and Responsibilities

1. Possesses the knowledge, skills, and experience to manage and coordinate the administrative functions of student accommodation. This includes handling accommodation enquiries and allocations, maintaining residents’ records and tenancy agreements, and ensuring accurate record‑keeping for office reference and audit purposes.
2. Works independently while also contributing effectively as part of a team, providing input for improvements to student accommodation operations when required.
3. Responsible for attending to daily resident enquiries and complaints, ensuring that all issues—whether oral or written—are addressed promptly and professionally.
4. Oversees the check‑in and check‑out processes for Student Accommodation, including preparation of pre‑check‑in and check‑out materials, along with other operational tasks.
5. Manages and executes tasks within the Student Accommodation System.
6. Coordinates and organizes regular meetings and discussions with internal departments and external stakeholders, including the Student Council, accommodation providers, commercial vendors, and contractors, to ensure services meet and exceed stakeholder expectations.
7. Maintains accurate records for all units under Student Accommodation to support timely maintenance work and asset replacement exercises.
8. Assists in marketing and promoting student accommodation, ensuring information is communicated effectively both internally and externally.
9. Supports the Student Accommodation Manager in updating and compiling monthly occupancy statistics for budget monitoring purposes.
10. Provides guidance and advice to colleagues to ensure a high level of customer satisfaction within Student Accommodation.
11. Assists the Health & Safety team with annual accommodation safety inspections to ensure all facilities are safe for students and staff.
12. Contributes to the University’s transformation initiatives related to student accommodation, including enhancing student and staff experiences, supporting positive education, and aligning with the University’s Strategy 2025 objectives. Performs other relevant duties as assigned by the Line Manager.

All HWUM staff endeavours will embody our shared values of: Inspire, Collaborate, Belong, and Celebrate.

Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post and its general responsibilities. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.

Person Specification

This section details the attributes e.g. skills, knowledge/qualifications and competencies which are required in order to undertake the full remit of the role.

Essential

• Bachelor’s degree or Diploma.
• At least one year working experience in administration, customer service, hospitality, or property management. Fresh are encouraged to apply.
• Customer service oriented, clear written and verbal communication, teamwork and collaboration, time management and multitasking.

Desirable

• Experience student services, property management, front desk, hospitality, or residence operations.
• Administrative and documentation skills, customer service and front desk skills, student support and welfare.

Essential Criteria – these are attributes without which a candidate would not be able to undertake the full remit of the role. Applicants who do not clearly demonstrate in their application that they possess the essential requirements will normally be eliminated at the short‑listing stage.

Desirable Criteria – these are attributes which would be useful for the candidate to hold. When shortlisting, these criteria will be considered when more than one applicant meets the essential criteria.

Application Process

Applications should be submitted to Careers system.

Applications must be submitted by 26 December 2025. If you are not contacted by the selection committee by 5 January 2026 then please assume that on this occasion your application has been unsuccessful.

The University is committed to equality of opportunity.