Senior Executive, Accounts & Administration

UCSI Schools Group; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

An educational institution in Kuala Lumpur is seeking a Senior Executive for Accounts & Administration to manage financial and administrative operations. Key responsibilities include invoicing, record maintaining, and parent communication. Candidates should have at least 4 years of experience, a relevant diploma or degree, and strong numerical skills. Proficiency in Microsoft Excel is required, and additional language skills are a plus.

Qualifications

• 4 years of relevant experience in accounting or administrative roles, preferably in an educational or customer service setting.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Ensure smooth operation of accounting and administrative functions.
• Assist in preparation and issuance of student fee invoices.
• Maintain accurate records of receivables and follow up on payments.
• Prepare financial summaries and assist in month-end reporting.
• Handle filing and documentation for academic and financial matters.
• Provide front-desk service and manage parent inquiries.
• Assist with logistical and financial planning for school events.

Skills

Numerical skills

Attention to detail

Interpersonal skills

Communication skills

Microsoft Office Suite

Accounting software knowledge

Fluency in English

Bahasa Malaysia or Mandarin

Education

Diploma or Degree in Accounting or Business Administration

Job description

Job Purpose

The Senior Executive, Accounts & Administration is responsible for ensuring the smooth and effective operation of both accounting and administrative functions at UCSI Schools Kuala Lumpur campus (UCSI International School and Sekolah Sri UCSI). This role combines financial oversight with administrative duties to support compliance, internal operations, and overall school efficiency. The position reports to the School Principal and works closely with the Finance, Academic, and Admissions departments.

Key Responsibilities

Accounting & Financial Support:

• Assist in preparation and issuance of student fee invoices and payment reminders.
• Maintain accurate records of receivables, track collections, and follow up on outstanding payments.
• Reconcile fee payments and coordinate with the Finance Department for timely updates.
• Support in budget tracking, petty cash handling, and financial reporting for school events or activities.
• Prepare basic financial summaries and assist in month-end reporting.

General Administration

• Maintain and update student records including enrolment, withdrawal, and transfer documents.
• Ensure accurate data entry in student databases and compliance with Ministry of Education (MOE) and other regulatory requirements.
• Handle filing, documentation, and correspondence for both academic and financial matters.

Customer Service & Parent Communication

• Provide efficient front-desk service and be the go-to contact for parents regarding accounts or administrative queries.
• Manage incoming calls, emails, and walk-in inquiries with professionalism.
• Support the planning and execution of parent-teacher meetings, school orientations, and campus tours.

Procurement & Inventory

• Assist with purchasing office supplies, teaching materials, and other essentials within budget.
• Maintain accurate inventory records, including textbooks, uniforms, and stationery.
• Ensure proper documentation and filing of quotations, invoices, and delivery orders.

Facilities & Vendor Liaison

• Coordinate with external vendors and service providers (e.g., cleaning, maintenance, transportation) to ensure service quality and timely delivery.
• Monitor school facilities and report maintenance issues as needed.

Compliance & Regulatory Support

• Prepare supporting documents for audits or regulatory inspections.
• Ensure adherence to internal controls and school policies, especially those related to financial processes and administrative tasks.

Events & Operational Support

• Assist with logistical and financial planning for school events (e.g., Open Days, graduations, cultural events).
• Prepare welcome packs and support onboarding of new students and staff.

Other Duties

• Perform any other tasks as assigned by the supervisor or management in relation to the scope of Accounts & Administration.

Qualifications & Competencies

• Diploma or Degree in Accounting, Business Administration, or a related field.
• 34 years of relevant experience in accounting or administrative roles, preferably in an educational or customer service setting.
• Strong numerical skills with attention to detail and accuracy.
• Excellent interpersonal, written, and verbal communication skills.
• Able to manage multiple priorities in a fast-paced environment.
• Proficient in Microsoft Office Suite, especially Excel; experience with accounting software or student management systems is a plus.
• Fluent in English; Bahasa Malaysia or Mandarin is an added advantage.

Safeguarding Statement

UCSI Schools are fully committed to safeguarding and promoting the welfare of children and young people. All staff are expected to uphold the highest standards of child protection and will undergo thorough background checks in line with our Safeguarding Policy.

About UCSI International School Sdn Bhd

The UCSI Schools Group has 3 campuses in Malaysia: Kuala Lumpur Campus, Subang Jaya Campus and Springhill Campus. Two of its campuses focuses on British school curriculum while the other one focuses on the IB. While maintaining a strong focus on core curriculum which includes British school curriculum with Cambridge IGCSE and International Primary Curriculum, we aim to complement the formal curriculum with a series of CCAs which students’ experiences form a cornerstone of their holistic education for the 21st century. The rapid advancement of technological innovations, global competition, and a push towards a knowledge-based economy require that our students learn to have a repertoire of soft and hard skills to enable them to succeed in a future economy that is still in the making. Through our unique CCA experiences, our students can exhibit soft skills like creativity, leadership abilities, teamwork, flexibility, communication skills, resilience and an enterprising spirit that will enable them to stay relevant for the future.UCSI International School focuses on eight critical characteristics in our learning content and experiences. The rapid advancement of technological innovation, global competition, and a push towards a knowledge-based economy require that our students have a repertoire of soft and hard skills. We therefore place a strong emphasis on Character Education, Global Citizen Skills, Problem-based Collaborative Learning, and co-curricular activities amongst others, forming a truly holistic education for the 21st century.Our emphasis in education isn’t only labelled in academic and creative excellence, but to equipped students with 21st century skills such as character, communication, collaboration, creativity, critical thinking, while inculcating virtues such as integrity, honesty, and empathy in our students. We believe that students that have a developed moral compass and practical wisdom in a challenging and fractured world will make a positive impact for life.