Job Summary

The Administrative Executive will provide vital administrative support to the Property Manager ensuring smooth day-to-day operations of The RiverCity Facilities Management Department. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. The ideal candidate will be proactive, reliable, and capable of handling confidential information professionally.

Job Descriptions: -

1. Department Management

Manage daily administrative operations to ensure the smooth functioning of the Facilities Management department.

Manage Office supplies inventory, order necessary supplies, and coordinate with vendors for office needs.

Handle general enquiries and greet visitors in a welcoming and professional manner.

Organize and maintain Department’s SharePoint document management (including relevant physical files), ensuring easy, cloud based access to essential documents.

2. Administrative Support & coordination

Assist in preparing high-quality reports, presentations, Meeting minutes, and administration correspondences as needed.

Collect, monitor, record and upkeep various Department checklists (e.g. preventative maintenance service reports and vendor performance evaluation).

Ensure timely updates, accurate record-keeping, and proper documentation for reporting, and performance tracking.

Schedule and organize appointments, meetings, and conferences for management and staff.

Track key deliverables, deadlines, and follow-up actions across the Department



3. Data Entry and Record Keeping

Maintain and update employee and client information databases.

Prepare and process expense reports, invoices, and other financial records.

Ensure all records and documentation comply with company policies and regulatory requirements.

4. Communication

Draft and edit correspondence, emails, and other official communications.

Act as a point of contact for both internal and external stakeholders, handling inquiries with professionalism.

Distribute information to relevant team members and departments as needed.

5. Customer Service

Serve as the central contact point for receiving all feedback, comments, and complaints.

Log and document each case accurately and professionally i.e. ensure proper documentation and classification of issues for traceability and follow-up.

Channel each case to the relevant Person-in-Charge (PIC) for resolution.

Monitor progress to ensure timely and effective resolution.

Revert to the complainant with updates and closure in a professional and courteous manner.

Serve as a communication bridge between the customer and internal teams, promoting a service-first culture.

6. Event Coordination

Assist / lead in planning and organizing company events, team-building activities and meetings.

Coordinate logistics for events, including catering, venue setup, and equipment arrangements.

7. Sourcing and Supplier Management

Support Property Manager and Finance Department in identifying and evaluating potential suppliers, ensuring they meet Company standards in quality, cost, and delivery timelines.

Build and maintain strong relationships with key suppliers and negotiate contracts, terms, and pricing to ensure optimal value.

Assist Property Manager in monitoring supplier performance and address any issues related to quality, delivery, or compliance.

8. Procurement Operations

Support Property Manager in processing purchase orders and track delivery schedules to ensure timely arrival of goods and services.

Coordinate with internal departments to understand requirements and align procurement activities with business needs.

Maintain accurate records of purchases, pricing, and supplier information for transparency and ease of reference.

9. Leadership & Mentorship

Provide guidance and support to junior administrative staff where applicable.

Recommend and implement administrative process improvements to enhance team efficiency.

Foster a collaborative and organized work environment.

10. Any other duties may be assigned from time to time by the Management.



Qualifications and Skills

Education: Diploma or Degree in Business Administration, Secretarial Studies, or a related field.

Experience: Minimum 5 years of experience in an administrative or office support role.

Skills: Proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook, SharePoint) and basic office equipment.

Language Skills: Fluent in both written and spoken English and Bahasa Malaysia. Knowledge of Mandarin or Tamil is an advantage.

Other Qualities: Strong organizational and multitasking skills, high attention to detail, and a friendly and professional demeanor.



Preferred Qualifications

Experience in handling confidential information and maintaining discretion.

Familiarity with local office management regulations and best practices in Malaysia.