Senior Executive, Tenancy Billing & Collection

LBS Bina Group; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading property management firm in Kuala Lumpur seeks a detail-oriented Billing and Invoice Management professional. Responsibilities include preparing invoices, managing utilities, and tracking payment processes. Candidates should possess a Diploma or Bachelor's Degree in Accounting, with at least one year of relevant experience preferred. Strong analytical and communication skills are required, and familiarity with the IFCA system is a plus. This position offers the opportunity to work independently in a dynamic team environment.

Qualifications

• Minimum 1 year of experience in billing, credit control, or administrative roles.
• Experience in a retail, mall, or leasing environment preferred.
• Ability to multitask and meet tight deadlines.

Responsibilities

• Prepare and issue monthly rental invoices using the IFCA system.
• Compile monthly water and electricity meter readings for reporting.
• Generate utility invoices and maintain accurate records.

Skills

Analytical skills

Organizational skills

Communication skills

Detail-oriented

Proficiency in Microsoft Excel

Education

Diploma or Bachelor’s Degree in Accounting, Finance, or Business Administration

Tools

IFCA system

Job description

Billing & Invoice Management

• Prepare and update consignment note listing with correct tenant address for rental invoices.
• Generate and issue monthly rental invoices using IFCA system.
• Distribute invoices via email, courier, by hand, and WhatsApp (upon tenant request).
• Prepare monthly rental listings for shop lots, kiosks, signage, bays, pushcarts, and promotional spaces; verify against leasing department’s master listing.
• Update and track rental billing and collections in the system.
• Prepare and send Late Payment Interest (LPI) invoices and advice letters individually in PDF format via email and WhatsApp.
• Record tenant sales revenue and GTO data into IFCA and master Excel sheet.
• Issue manual GTO invoices based on submitted reports.
• Follow up and send friendly reminders before invoice due dates.

Utility Management

• Compile monthly water and electricity meter readings in Excel for maintenance team input.
• Verify meter readings against photos taken by the maintenance team.
• Update and maintain accurate records in master utility Excel file and IFCA system.
• Double-check formulas and calculations in utility master file for accuracy.
• Generate and send monthly utility invoices to tenants via email, courier, hand, and WhatsApp.
• Prepare utility usage reports for management approval.
• Prepare summary of TNB and water bill usage for tenants and mall.
• Draft letters and collate supporting documents for ICPT (Incentive-Based Regulation) claims to Suruhanjaya Tenaga.
• Record and track ICPT claim submission and credited status in control listing.
• Send monthly emails to tenants (1st of each month) to request sales reports.

Receipts, Payments & Contra Management

• Issue receipts (OR) for payments received (rental, interest, utility).
• Update OR numbers in bank statement for AP verification.
• Print and send official receipts by email or hand.
• Process refund and deposit contra based on memo from leasing department.

Reporting & Documentation

• Prepare and submit various financial and operational reports including:
• Ageing reports (internal and HQ)
• Billing and collection status reports
• Energy saving reportsWater and electricity usage reports
• Maintain proper document filing (physical & SharePoint) for all invoices, receipts, and correspondence.

Ad-hoc Tasks

• Perform any ad-hoc tasks assigned by the Head of Department (HOD).

Requirements

• Diploma or Bachelor’s Degree in Accounting, Finance, Business Administration or equivalent.
• Minimum 1 year of experience in billing, credit control, or administrative roles, preferably in a retail, mall or leasing environment.
• Experience using IFCA system is highly preferred.
• Strong analytical and organizational skills.
• Excellent communication (written and verbal) and interpersonal abilities.
• Detail-oriented with high accuracy in data entry and reporting.
• Proficient in Microsoft Excel and comfortable managing large data sets.
• Ability to multitask and meet tight deadlines.
• Responsible, proactive, and able to work independently with minimal supervision.
• Trustworthy with confidential and financial information.
• Strong team player who can collaborate with cross-functional departments.