Executive Secretary & Administration Lead

Private Advertiser; Kuala Lumpur; On-site; MYR 39,000 - 61,000; Full time

Job summary

Private Advertiser in Kuala Lumpur is seeking a capable administrator to handle secretarial and administrative duties, providing high-level support to Senior Management and managing appointments, travel itineraries and accommodation as needed.

The role requires 2–3 years in property management or related fields, strong organizational and communication skills, and the ability to work independently with minimal supervision while coordinating with residents, contractors and suppliers to ensure

Qualifications

• Minimum 2 to 3 years and above experience in property management or in related field.
• Good organizational, communication and relationship building skills.
• Resourceful, result-oriented, customer-centric with the ability to multi-task.
• Ability to take initiative in response to direction or instructions and report promptly to Senior Manager

Responsibilities

• in charge of handling all secretarial and administrative duties
• to provide high-level administrative support and assistance to Senior Management
• to manage and schedule appointments, coordinate travelling arrangements, itineraries and accommodation requirements
• liaise with external parties and interact professionally with all levels of management and staff
• take on other ad-hoc related duties as and when needed
• implement and support departmental policies, procedures and administrative systems
• manage incoming and outgoing telephone calls, emails and correspondence
• perform general administrative duties including typing, filing, faxing, photocopying and document sorting
• maintain a systematic filing system and ensure proper safekeeping of important documents
• organize, plan and support ad-hoc tasks and departmental activities
• arrange meetings, travel, accommodation and related logistics
• track, follow up and report on urgent matters requiring immediate attention
• perform any other duties as assigned by the management from time to time
• to carry out sourcing of office consumable, spare parts pertaining to minor repair and maintenance as and when instructed including preparation of relevant documentation for management approval
• to supervise and keep track of the vendor maintenance schedule such as pest control, landscaping, garbage collection, CCTV etc
• handing complaints from residents and initiate problem solving in the absence of the superior
• maintain and enhance communication with residents, contractors and suppliers to facilities the flow of information and foster cooperation
• monitor the works carried out by specialist, contractors and ensure all works are conformance to relevant specification, standard and approved design and report to Senior Manager
• perform and duties and/or assignments deemed appropriate should the need arise
• in-charge of the yearly renewable vendor' contract including insurance make recommendation to the management and ensure its timely renewal
• ability to organize all actions in a timely manner and keeps record timely
• can work independently with minimum supervision
• Possess good interpersonal skills, communication skills and strong leadership
• Minimum 2 to 3 years and above experience in property management or in related field
• able to work under minimum supervision
• good organizational, communication and relationship building skills, resourceful, result-oriented, customer-centric with the ability to multi-task
• ability to take initiative in response to direction or instructions and report promptly to Senior Manager

Skills

Interpersonal skills

Communication skills

Leadership

Independent work

Job description

Private Advertiser in Kuala Lumpur is seeking a capable administrator to handle secretarial and administrative duties, providing high-level support to Senior Management and managing appointments, travel itineraries and accommodation as needed.

The role requires 2–3 years in property management or related fields, strong organizational and communication skills, and the ability to work independently with minimal supervision while coordinating with residents, contractors and suppliers to ensure