Executive - Administrative (Building Management) - 1 Year Contract

If you are looking to excel and make a difference, take a closer look at us

Overview

We're looking for an Administrative Executive to join our team at PJ City, Tower A.The role will assist in managing access control and financial tasks, maintaining accurate records and documentation, supporting tenant inquiries and maintenance coordination, and assisting in vendor relations aimed at delivering exceptional service quality, operational integrity, and tenant satisfaction.

This position will report directly to the Building Manager.

Key Responsibilities and Accountabilities
Functional (job responsibilities)

• Oversee the daily administrative operations of the assigned building, including managing office duties, correspondence, and inventory of supplies.

• Maintain and update comprehensive records, both in hardcopy and digital format, including tenant information, access logs, parking files, maintenance documentation, invoices, and compliance certificates.

• Handle the registration, activation, and deactivation of security access cards and manage season parking permits, including new applications, renewals, and accurate record-keeping.

• Manage daily parking fee collections, issue official receipts, perform daily bank deposits and reconciliation, and prepare summary reports in collaboration with the finance department.

• Assist with the tracking of operational (OPEX) and capital (CAPEX) expenses and prepare summary reports.

• Serve as the primary point of contact for tenant inquiries, correspondence, complaints, and maintenance requests, ensuring timely follow-up and resolution. Log all complaints and escalate unresolved issues to the Building Manager.

• Assist in coordinating work orders, preventive maintenance schedules, and external vendor services for all building operations.

• Compile and maintain weekly, monthly, and ad-hoc reports on collections, maintenance activities, and expense tracking.

• Draft official letters, memos, requisitions, purchase orders, meeting minutes, and other professional documents as required.

Jobholder Requirements

• Malaysian citizen.

Education/Qualification

• Diploma or Bachelor's degree in Business Administration, Office Management, Property Management, or a related field.

Experience/Requirements

• A minimum of 2-3 years of experience in a similar administrative role within a commercial or corporate office environment, particularly with multi-floor buildings or parking facilities.

• High computer proficiency and familiarity with administrative and reporting systems.

• Proficiency in both written and spoken English and Bahasa Malaysia.

• Exceptional attention to detail, time management, and multitasking abilities.

• Proven ability to work independently under tight deadlines and handle confidential or urgent tasks with discretion.

• Familiarity with OPEX/CAPEX processes, vendor coordination, and contract renewal is advantageous.

• Willingness to work after-hours or on weekends during building events as required.