Property Admin Executive

LBS Bina Group Berhad; Petaling Jaya; On-site; MYR 36,000 - 48,000; Full time

Job summary

LBS Bina Group Berhad is seeking an Administrative Assistant to provide organized support to the Building Manager on daily property operations. You will help with documentation, filing, and communications with owners and residents, ensuring timely service requests and contract tracking.

You will manage PO systems, billing, sinking fund paperwork, and vendor liaison while maintaining accurate records and fostering strong stakeholder relationships within the community.

Qualifications

• Professional certificate or diploma in property management or equivalent.
• At least 1 year of related working experience.
• Executive level in administration/clerical or equivalent preferred.
• Good command of written and spoken English and Bahasa Malaysia.

Responsibilities

• To provide efficient and organized administrative support to the Building Manager/ Building Executive on day-to-day operations and set reminders to team members and vendors for routine inspections.
• Responsible for general administration and recording of the management office, including Purchase Order system, charges, sinking fund, utilities and other billings.
• Provide support including documentation related to account of Service Charges and Sinking Fund.
• Maintain customer database, resident card issuance, proper filing, mailing billings/statements and AGM documents, and foster good rapport with owner/residents.
• Maintain good rapport with owner/residents/other stakeholders via notices and official correspondence.
• Attend and distribute service requests and ensure updates upon completion/closure.
• Monitor all services and maintenance contracts to be reviewed before due dates.
• Maintain and file proper written records as evidence for incidents and actions taken or to be taken.
• liaise with registered vendors and source quotations for goods and services.
• Record the Purchase Requisition (PR) and Purchase Order (PO) for goods and services to be purchased.
• Monitor approvals from the system and coordinate with vendors for delivery of goods/services.
• Compile necessary reporting information for weekly and monthly reports, schedules, task lists and presentations.
• Perform any ad hoc tasks or assignments as directed by Superior or Management.

Skills

Administrative support

Communication skills

English & Bahasa Malaysia

Interpersonal skills

Education

Property Management Diploma

Job description

Job Description

• To provide efficient and organized administrative support to the Building Manager/ Building Executive on the day-to-day operation of the property and setting reminder to all team members and vendors of the duties and responsibilities to be carried out on routine inspection.
• Responsible for the general administration and recording of the management office, in relation to Purchase Order System, charges, sinking fund, utilities and other billings.
• To provide necessary support including documentation related to account of Service Charges and Sinking Fund
• Maintaining customer database, resident card issuance, proper filing, assisting in mailing billings/ statement and AGM documents, and fostering good rapport with owner/ residents.
• Maintain good rapport with owner/residents/other stakeholder of the property via effective communication such as notices and official correspondance.
• To attend and distribute service request and ensure update upon completion/closure of the request.
• To monitor all services and maintenance contracts to be reviewed prior to due dates.
• To maintain and filling the proper written records as evidence for any incident and action taken or to be taken.
• To liaise with registered vendors and to source quotation for goods and services.
• To record the Purchase Requisition (PR), Purchase Order (PO) for goods and services to be purchased.
• To monitor the approval from the system and subsequently coordinating with the appointed vendors/suppliers for the goods/services delivery.
• To compile necessary reporting information for prompt submission of the weekly and monthly reports, schedule, task list, presentation, etc.
• To perform any ad hoc task or assignments as directed by the Superior or Management.

Job Requirements

• Candidate should possess a Professional Certificate, or Diploma in Property Management or equivalent such as Business Studies/ Administration/ Management
• At least 1 years of working experience in related working experiences.
• Preferably Executive specializing in Administration/ Clerical or equivalent.
• Good command of written and spoken English and Bahasa Malaysia.
• Possess good interpersonal and communication skills
• 1 Contract of Service position is available.