Lifestyle Concierge (Fulfilment - Office Admin & Payment Team)

About the role

This role covers both Payment Fulfillment and Office Administration for Aspire Lifestyles Malaysia (AMY).

As part of the Payment Fulfillment function, you are responsible for managing and processing customer payments for Aspire Lifestyles clients across different markets. This includes ensuring payments are processed, verified, and reconciled accurately and on time. You will follow standard procedures (SOPs) to make sure all charges and transactions are correct, properly documented, and comply with company policies.

As part of the Office Administration function, you will handle the day-to-day running of the AMY office. This includes managing office supplies, access cards, and equipment; coordinating maintenance and vendor services; supporting new hire onboarding; and ensuring company licenses are renewed on time.

This role requires good attention to detail, organization, and teamwork to ensure smooth financial and administrative operations for the office.

Key responsibilities

Payment Fulfillment

• Ensure all payments are processed daily; any delays must be escalated to the Service Delivery Manager.
• Provide supporting documents to the Finance team for payment reconciliation.
• Manage the daily filing of all POS (Point of Sale) charge records.
• Update relevant case data to accurately reflect payment amounts and outcomes.
• Ensure all payment processing adheres to verification requirements and Terms & Conditions (e.g., valid invoices, travel dates, and correct credit card usage).

• Escalate errors to the Service Delivery Director for team coaching and development purposes.
• Specific duties include but are not limited to:

• • Processing payments to vendors (IBM and Amex Corporate Credit Card).
  • Handling customer debits via POS machine for payments using Loyalty Points and/or Entitlements.
  • Ensuring accuracy of all case data related to payment processes.
  • Reconciling all payments from customers and to vendors against corresponding case data.
  • Managing the Inter-Billing Memo Tracker (e.g., Petty Cash).
  • Verifying vendor invoices against Salesforce case data for accuracy.

• Reconciling Corporate Credit Card statements monthly against invoices, ensuring full compliance with policies and procedures.
• Meeting performance standards as outlined in the Key Performance Indicators (KPIs).

Office Administration Support

• Assist in general administrative tasks, including:
  • Obtaining document stamping from LHDN via the online portal.
  • Preparing Purchase Orders (POs).
  • Coordinating the purchase of office equipment and supplies, and monitoring deliveries from vendors and suppliers.
• Manage the issuance, tracking, and retrieval of office access cards, lanyards, cardholders, and office keys, ensuring proper documentation and security of all items.
• Coordinate new hire onboarding logistics, including the preparation and assignment of access cards, lockers, and other office essentials to ensure smooth onboarding experience.
• Maintain an accurate office key inventory, ensuring proper safekeeping and up-to-date record-keeping.
• Oversee outsourced services such as dispatch, cleaning, gardening, pest control, and other facility-related vendors to maintain a comfortable and safe working environment.
• Support building and facilities maintenance, including coordinating with contractors for service, repair, and renovation works.
• Ensure timely renewal of company and business licenses.
• Assist with other ad-hoc administrative tasks as assigned from time to time.

About you

• 2 years of experience in payment processing, office administration, finance operations, accounts payable, or order fulfilment roles.
• Hands-on experience with invoice validation, reconciliation, and vendor payments.
• Previous involvement in cross-functional coordination between finance, logistics, and procurement teams.
• Diploma in Finance, Accounting, Business Administration, or a related field.

Required Skills & Knowledge

• Strong knowledge of accounts payable, procurement, and payment workflows.
• Understanding of invoice lifecycle and payment reconciliation processes.
• Knowledge of fulfilment and supply chain processes, especially as they relate to payment cycles.
• Advanced Excel and data handling skills (e.g., VLOOKUP, pivot tables, basic macros).
• Ability to identify and resolve discrepancies with accuracy and attention to detail.
• Familiarity with audit, compliance, and documentation standards related to payments.
• Strong interpersonal and communication skills to collaborate across departments and with external vendors.
• Analytical mindset with the ability to interpret data and present insights.
• Ability to manage time effectively, handle multiple priorities, and meet tight deadlines.
• Strong analytical and documentation skills

Benefits