Personal Assistant

TL Bina Sdn Bhd; Kajang; On-site; MYR 33,000 - 67,000; Full time

Job summary

TL Bina Sdn Bhd is seeking a proactive Personal Assistant to provide comprehensive executive, administrative, and operational support. You will manage calendars, prepare reports, and coordinate tenancy, maintenance, and contractor activities to support senior management.

The ideal candidate is highly organized, discreet, and able to juggle multiple priorities with minimal supervision while liaising with tenants, property agents, and internal teams.

Qualifications

• Bachelor’s degree in business administration or related field.
• Proficiency with MS Office (Word, Excel, PowerPoint, Outlook).
• 2–5 years of personal/Executive Assistant experience.
• Experience supporting senior management; property management is a plus.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage executive calendar, appointments, and meetings.
• Screen calls and emails; prepare reports and presentations as required.
• Coordinate travel arrangements, itineraries, and accommodations.
• Coordinate day‑to‑day property management and tenancy matters.
• Liaise with tenants, agents, contractors, and internal teams.
• Maintain filing systems and track deadlines and follow‑ups.
• Assist with confidential personal and business tasks as needed.
• Proactively follow up on pending matters and prioritise effectively.

Skills

Organised

Communication

Coordination

Problem-solving

Independent work

Driving licence

Chinese language

Education

Bachelor’s Degree in Business Administration or related field

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

The Personal Assistant provides comprehensive executive, administrative, and operational support to senior management, while also coordinating property-related matters including tenancy, maintenance, contractors, utilities, and documentation.

The ideal candidate is organised, proactive, discreet, resourceful, and able to exercise good judgement, manage multiple priorities, and work independently with minimal supervision.

Key Responsibilities

Executive Support

• Manage and maintain the executive’s calendar, appointments, and meetings.
• Screen phone calls, emails, and correspondence and respond when appropriate.
• Prepare reports, presentations, documents, and other materials as required.
• Assist the executive in managing professional and personal commitments.

Administrative Duties

• Handle travel arrangements including flights, accommodation, and itineraries.
• Maintain proper filing systems and ensure documents are organised and easily accessible.
• Track tasks, deadlines, and follow‑up actions.
• Assist with office administration and coordination with internal departments.

Property Management & Administration

• Coordinate and oversee the day‑to‑day management of properties under the executive’s or company’s portfolio.
• Maintain records of property details, ownership documents, tenancy agreements, rental information, utilities, insurance, licences, and other relevant documentation.
• Coordinate with tenants, property agents, contractors, suppliers, building management, local authorities, lawyers, and other relevant parties.
• Monitor rental collection, outstanding payments, tenancy renewals, and other tenancy matters.
• Coordinate property inspections, repairs, maintenance, renovations, cleaning, landscaping, security, and other property‑related services.
• Obtain quotations, compare options, coordinate approvals, and follow up on works to ensure timely completion.
• Monitor property conditions and promptly highlight defects, maintenance issues, safety concerns, or potential problems.
• Coordinate property‑related utilities, bills, expenses, invoices, and supporting documents.
• Assist with new tenancies, renewals, terminations, handovers, and inspections.
• Maintain an updated property database and track important deadlines, payments, renewals, inspections, and contractual obligations.
• Attend to urgent property matters and coordinate practical solutions as required.

Communication & Coordination

• Act as a liaison between the executive and internal and external stakeholders.
• Coordinate meetings, events, and business engagements.
• Follow up with relevant parties to ensure tasks and projects are completed on time.
• Maintain professional relationships with stakeholders on behalf of the executive.

Confidential & Personal Support

• Handle sensitive and confidential information with discretion.
• Assist with personal arrangements, errands, and ad‑hoc matters when required.
• Maintain appropriate confidentiality and professionalism when handling personal, business, financial, and property‑related matters.

Proactive & Professional Approach

• Proactively follow up on pending matters and take ownership of tasks from start to completion.
• Identify potential issues, delays, or missing information and address them promptly.
• Use good judgement and common sense when handling day‑to‑day matters.
• Prioritise tasks based on urgency and importance.
• Clarify instructions when necessary and double‑check important details before finalising work.
• Source information, obtain quotations, compare options, and recommend practical solutions when required.
• Keep management informed of important updates, issues, and changes.
• Take responsibility for mistakes and act promptly to rectify them.
• Remain flexible and adaptable to changing priorities and urgent or ad‑hoc requirements.

Qualifications

• Bachelor’s Degree in Business Administration, Management, or a related field.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.

Working Experience Required

• Minimum 2–5 years of working experience as a Personal Assistant, Executive Assistant, Administrative Assistant, or in a similar role.
• Experience supporting senior management or C‑level executives will be an added advantage.
• Experience in property management or administration will be an advantage.
• Experience handling confidential information with discretion.
• Experience in a corporate or fast‑paced environment is preferred.

Key Skills & Requirements

• Highly organised, systematic, and detail‑oriented.
• Strong communication, coordination, follow‑up, and problem‑solving skills.
• Able to work independently with minimal supervision and a strong sense of urgency.
• Resourceful and capable of sourcing solutions independently.
• Trustworthy, responsible, discreet, and professional.
• Able to manage multiple tasks and changing priorities effectively.
• Possess a valid driving licence and able to drive is preferred.
• Ability to understand or communicate in Chinese will be an advantage.
• Willing and able to respond to urgent matters outside normal working hours when required.

Working Conditions

• Based at the company office.
• May require occasional travel to properties, meetings, or other locations.
• Requires a high level of confidentiality, flexibility, responsiveness, and professionalism.