Job Vacancy jobs in Kelana Jaya

Key Responsibilities

1. Job Purpose

The Hostel Shared Services Assistant Manager is responsible for coordinating, monitoring and supporting hostel operations across UNITAR Education Group's campuses and colleges, covering approximately 5,000 beds across 12 locations nationwide.

The role serves as the central coordination and administrative control function to ensure consistent implementation of hostel policies, standard operating procedures (SOPs), service standards and operational controls across all locations.

Working closely with campus management teams, hostel personnel, Facilities, Legal, Procurement, Finance and external hostel operators, the Assistant Manager is responsible for maintaining accurate hostel records, monitoring occupancy and capacity, coordinating tenancy and vendor matters, tracking maintenance and student complaints, and ensuring timely resolution of operational issues.

The incumbent is expected to demonstrate strong ownership, initiative, attention to detail and follow-through, with the ability to work independently, coordinate multiple stakeholders and escalate critical matters when necessary.

2. Key Responsibilities

A. Hostel Operations Coordination & Administration

• Coordinate and monitor day-to-day hostel operations across all 12 locations to ensure consistent service delivery and adherence to Group standards.
• Serve as the central point of coordination between campus hostel teams, internal departments and external hostel operators.
• Support the implementation and continuous improvement of standardised hostel SOPs, policies, guidelines and administrative processes.
• Ensure hostel personnel comply with established procedures relating to student check-in/check-out, room allocation, inventory management and complaint handling.
• Maintain a centralised tracker of outstanding operational issues, follow up with responsible parties and ensure timely closure.
• Identify operational gaps and recommend practical improvements to strengthen efficiency and service quality.

B. Hostel Capacity, Occupancy & Inventory Management

• Maintain accurate and updated records of hostel capacity, bed availability, occupancy, vacancies and room allocations across all locations.
• Consolidate and validate occupancy reports submitted by campuses.
• Monitor occupancy trends and identify potential capacity shortages or underutilised accommodation.
• Work with campus management teams to forecast accommodation requirements for upcoming student intakes.
• Coordinate student hostel allocation and ensure effective utilisation of available beds.
• Support the sourcing and evaluation of additional hostel accommodation when required.
• Maintain accurate inventories of hostel furniture, fittings, equipment and other assets.

C. Tenancy & Contract Administration

• Maintain a centralised register of hostel tenancy agreements, rental commitments, contract periods and renewal dates.
• Monitor tenancy expiry dates and initiate renewal coordination sufficiently in advance.
• Track compliance with key contractual terms and obligations.
• Highlight potential tenancy risks, disputes or contractual issues to the reporting manager for appropriate action.

D. Vendor & Outsourced Hostel Management

• Coordinate with external hostel operators, landlords, maintenance contractors and other service providers on operational matters.
• Monitor vendor performance against agreed service levels, contractual obligations and hostel standards.
• Maintain records of vendor-related issues, complaints and corrective actions.
• Follow up on unresolved matters and escalate persistent service failures.
• Coordinate with Procurement on sourcing, quotations, vendor evaluation and contract administration.
• Support the assessment of existing and potential hostel operators to ensure service quality and value for money.

E. Hostel Inspections, Maintenance & Compliance

• Coordinate regular hostel inspections to ensure compliance with established safety, cleanliness, hygiene and operational standards.
• Ensure inspections are properly documented using standardised checklists, photographs and inspection reports.
• Maintain a centralised register of inspection findings, defects and corrective actions.
• Work closely with campus teams, Facilities and hostel operators to ensure maintenance issues are addressed within agreed timelines.
• Monitor preventive maintenance activities and follow up on overdue or incomplete work.
• Highlight serious safety, security or regulatory compliance concerns immediately.
• Support hostel audits, insurance coordination, emergency preparedness and risk management activities.

F. Student Complaints & Service Quality

• Monitor hostel-related complaints received through the designated helpdesk or other official reporting channels.
• Maintain visibility of outstanding complaints, resolution timelines and recurring issues.
• Follow up with campus teams and hostel operators to ensure complaints are addressed promptly.
• Handle escalated operational matters within the scope of the role and refer complex or sensitive cases to the appropriate management level.
• Analyse complaint trends and recommend preventive or corrective measures.
• Work with campus teams to improve the hostel living experience and student satisfaction.

G. Reporting, Data Management & Performance Monitoring

• Prepare and consolidate regular Group-wide hostel operational reports and dashboards.
• Monitor key performance indicators, including:
• Hostel occupancy and utilisation rates
• Bed availability and capacity shortfalls
• Outstanding maintenance issues and ageing
• Complaint resolution turnaround time
• Hostel inspection compliance
• Vendor performance
• Tenancy renewal status
• Hostel operating costs
• Ensure accuracy, completeness and timeliness of reports submitted by campuses.
• Highlight exceptions, emerging risks and operational issues requiring management attention.
• Maintain centralised records and trackers to support effective decision-making and operational transparency.

H. Cost Monitoring & Budget Support

• Assist in preparing hostel operating budgets and accommodation cost forecasts.
• Monitor hostel-related expenditure, including maintenance, utilities and outsourced services.
• Track cost per bed and cost per occupied bed to identify opportunities for better utilisation and cost efficiency.
• Review unusual expenditure trends and coordinate investigations with relevant parties.
• Support cost optimisation initiatives without compromising student safety or minimum accommodation standards.
• Assist in preparing financial justifications and comparative assessments for new hostel arrangements.

I. Stakeholder Coordination & Campus Support

• Maintain regular communication with campus management teams and hostel personnel.
• Provide guidance on hostel administrative processes, SOPs, documentation requirements and reporting standards.
• Follow up proactively on outstanding matters and ensure agreed actions are completed within deadlines.
• Coordinate briefings and training sessions on standard hostel procedures.
• Support the implementation of new processes, systems and operational improvements across campuses.
• Build effective working relationships while maintaining accountability for Group-wide hostel requirements.

Requirements

• Qualifications & Experience

Education

• Diploma or Bachelor's Degree in Business Administration, Hospitality Management, Facilities Management, Property Management, Operations Management or a related discipline.

Experience

• Minimum 3-5 years of relevant working experience in hostel management, property management, facilities operations, hospitality, accommodation services or operational administration.
• At least 1–2 years of experience in a supervisory, coordination or assistant managerial capacity would be an advantage.
• Experience managing outsourced service providers, landlords or multiple operating locations is preferred.
• Experience in the education sector or student accommodation management would be advantageous.
• Familiarity with contract administration, operational reporting, maintenance coordination and service-level monitoring.

Why Join UNITAR?

• Opportunity to lead multi-campus operations
• Make a meaningful impact on student living and wellbeing
• Dynamic and collaborative working environment

Submit your resume to:
Email: revathy.divakaran@unitar.my
Subject line: Job Application for [Position Title]

Pay: RM4,200.00 - RM5,500.00 per month

Benefits:

• Dental insurance
• Health insurance
• Maternity leave
• Opportunities for promotion
• Professional development

Application Question(s):

• How many years you have experiences in hostel?
• What is your current salary?
• What is your excepted salary?
• Can you start immediately ?

Work Location: In person