Job Description

Job Title:

Senior Executive, Administration & Logistics

Location:

UCSI Schools (International School)

Department:

Admin

Job Overview:

The Admin & Logistics Senior Executive plays a vital supporting role in the day-to-day administration, customer service, logistics, and operational efficiency of UCSI Schools Kuala Lumpur campus (including UCSI International School and Sekolah Sri UCSI). This role supports the smooth functioning of all non-academic services to ensure a safe, welcoming, and well-organised school environment for students, parents, and staff.

Key Responsibilities

1. General Administration & Registrar Support

Maintain student records including enrolment, withdrawals, and transfers in coordination with Admissions and Academic Teams.

Ensure accurate data entry and timely updates in the school database.

Support the preparation of reports and compliance documents required by the Ministry of Education (MOE), JTK, and other regulators.

2. Customer Service & Parent Communication

Provide friendly and efficient front desk services and act as a point of contact for parents on operational matters.

Assist in the coordination of school tours, orientations, and parent events.

Handle general inquiries, complaints, and feedback professionally and promptly.

3. Fee Coordination & Financial Support

Assist in the issuance of fee invoices and reminders in liaison with the Finance team.

Support tracking of payments, following up with families on outstanding amounts as directed.

4. Facilities & Maintenance Coordination

Monitor the upkeep of school facilities and report any issues promptly to the Maintenance Team or vendors.

Conduct regular checks to ensure classrooms, toilets, canteens, and public areas are safe and clean.

5. Procurement & Inventory

Assist in the procurement of office and teaching supplies, furniture, uniforms, and textbooks.

Maintain inventory records and support periodic stock checks.

6. Logistics & Support Services

Support the coordination of school transport schedules, student drop-off and pick-up routines, and vendor access.

Liaise with guards, drivers, and service providers to ensure service delivery aligns with school expectations.

Support facility upgrade projects by coordinating with vendors and internal teams, ensuring timely delivery and quality standards.

7. Health & Safety

Assist the Campus Health & Safety Officer in enforcing safety guidelines and conducting drills.

Monitor basic first aid stock levels and support the school nurse with general administrative duties related to student health.

8. Events & Onboarding

Assist in logistics planning for school events such as Open Days, Graduations, and Parent-Teacher Conferences.

Support onboarding processes by preparing welcome packs and guiding new students and parents.

9. Other Duties

Perform any other duties related to the above as may be assigned by the supervisor from time to time.

Qualifications & Competencies

Diploma or Degree in Business Administration, Office Management, or a related field.

Minimum 2-4 years of administrative or operational experience, preferably in an education or customer service environment.

Excellent communication and interpersonal skills.

Detail-oriented, organised, and able to multitask under pressure.

Proficient in Microsoft Office Suite and comfortable working with databases and digital systems.

Fluent in English; proficiency in Bahasa Malaysia or Mandarin is an advantage.

Job Type: Full-time

Pay: RM4,000.00 - RM6,000.00 per month

Benefits:

Maternity leave
Application Question(s):

What is your notice period? What is your expected salary? Are you available to start immediately?
Location:

Cheras (Kuala Lumpur) (Preferred)
Work Location: In person