Student Accommodation Executive

Kolej Universiti Antarabangsa Spektrum; Subang Jaya; On-site; MYR 39,000 - 58,000; Full time

Job summary

Kolej Universiti Antarabangsa Spektrum invites applications for the Student Accommodation Executive. The role focuses on day-to-day welfare, safe living conditions, and smooth operation of student housing on campus in Malaysia.

The successful candidate will handle room allocations, resident support, and adherence to hostel policies while coordinating with Security, Facilities and HR. A relevant degree and strong communication skills are essential for success.

Qualifications

• Diploma or Bachelor's degree in relevant fields as listed.
• Strong communication and interpersonal abilities.
• Able to handle complaints calmly and professionally.
• Capable of working independently and as part of a team.
• Experience with student welfare or accommodation is advantageous.

Responsibilities

• Oversee daily operations of student accommodation and ensure a safe, comfortable living environment.
• Coordinate room allocation, check-in/check-out and occupancy records.
• Be the first point of contact for residents and assist with accommodation concerns.
• Enforce hostel rules, monitor conduct and address incidents promptly.
• Coordinate with Security, Facilities and HR on housing matters.
• Maintain accurate accommodation records and prepare routine reports.
• Assist in managing accommodation for staff or approved residents where applicable.

Skills

Communication

Interpersonal skills

Problem solving

Teamwork

Independent work

Education

Diploma in Business Administration

Bachelor's Degree in Hospitality Management

Student Affairs or Social Sciences related

Job description

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The Student Accommodation Executive is responsible for the smooth day-to-day running of the College's student accommodation. The role involves looking after students' welfare, maintaining a safe and comfortable living environment, managing accommodation matters and ensuring that residents follow the College's rules and regulations.

The position also acts as the main point of contact for students regarding accommodation-related matters and works closely with other departments to resolve issues and provide appropriate support.

2. KEY RESPONSIBILITIESA. Student Accommodation Management

• Manage the daily operations of the student accommodation.
• Coordinate student room allocation, check-in and check-out.
• Maintain updated records of room occupancy, residents, keys and access cards.
• Conduct regular checks of rooms and common areas to ensure they are clean, safe and properly maintained.
• Monitor the condition of hostel facilities and report maintenance issues for necessary action.
• Coordinate with the relevant departments or service providers on repairs and maintenance.

B. Student Welfare and Support

• Be the first point of contact for students staying in the accommodation.
• Listen to and assist students with accommodation-related concerns, complaints and requests.
• Provide guidance to students on hostel rules, responsibilities and proper conduct.
• Monitor students' general welfare and raise any concerns to the appropriate department or management.
• Assist students during difficult situations and refer them to the appropriate support services when necessary.

C. Rules, Discipline and Conduct

• Ensure students understand and follow the College's accommodation rules and regulations.
• Monitor and address issues such as noise, unauthorised visitors, damage to property, misconduct and other breaches of hostel rules.
• Handle minor accommodation-related issues appropriately and refer serious or repeated cases to management.
• Prepare incident reports when required and ensure proper follow-up is carried out.

D. Safety and Security

• Ensure the accommodation remains a safe and secure place for students.
• Monitor access to the hostel and report any security concerns.
• Conduct regular inspections of common areas and facilities.
• Report safety hazards, accidents, security incidents or emergencies immediately.
• Assist during emergency situations, evacuation exercises and other safety-related activities.

E. Communication and Coordination

• Maintain good communication with students, parents/guardians and relevant College departments.
• Work closely with Security, Facilities, Student Experience & Engagement, HR and other departments on accommodation matters.
• Organise or assist in student briefings and meetings relating to accommodation.
• Communicate important announcements, rules and procedures to residents.

F. Administration and Reporting

• Keep proper and up-to-date accommodation records and documentation.
• Prepare reports on occupancy, incidents, complaints, maintenance issues and other accommodation matters.
• Ensure student information and accommodation records are handled confidentially
• Assist with accommodation-related activities, inspections and audits when required.

G. Staff / Other Approved Accommodation

• Assist in managing accommodation provided to staff or other authorised residents, where applicable.
• Ensure all approved residents comply with the relevant accommodation rules and procedures.
• Maintain proper records of staff or other approved accommodation arrangements.

3. QUALIFICATIONS AND EXPERIENCE

• Diploma or Bachelor's Degree in Business Administration, Hospitality Management, Education, Student Affairs, Social Sciences or a related field.
• Previous experience in student accommodation, hostel management, student affairs, hospitality or a similar environment is an advantage.
• Experience working with students or young adults will be an added advantage.
• Good communication and interpersonal skills.
• Able to handle complaints and difficult situations calmly and professionally.
• Able to work independently and as part of a team.
• Willing to respond to urgent accommodation matters when required.

4. KEY COMPETENCIES

The successful candidate should demonstrate:

• Good communication and interpersonal skills
• Ability to work well with students from different backgrounds
• Good problem-solving and decision-making skills
• Patience and a caring approach when dealing with students
• Good organisational and administrative skills
• Ability to manage conflicts professionally
• Awareness of safety and security matters
• Good teamwork and coordination skills
• Professionalism, integrity and confidentiality

Performance may be assessed based on:

• Smooth and effective day-to-day management of student accommodation.
• Timely response to students' accommodation-related concerns and complaints.
• Proper and accurate maintenance of accommodation records.
• Timely reporting and follow-up of maintenance and safety issues.
• Compliance with hostel rules, safety procedures and College policies.
• Effective handling and reporting of incidents and disciplinary matters.
• Cleanliness, safety and general condition of the accommodation.
• Positive feedback from students and relevant stakeholders.
• Effective coordination with relevant departments and service providers.

6. OTHER RESPONSIBILITIES

The Student Accommodation Executive may be required to perform other reasonable duties related to student accommodation, student welfare and College operations as assigned by Management from time to time.