Business Support, Administrative Assistant

JLL empowers you to shape a brighter way.  

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Job Summary

The Administrative Coordinator provides administrative and operational support to the Facilities Management team by coordinating vendor activities, supporting procurement processes, managing onboarding activities, maintaining safety-related records and equipment, and facilitating site administrative functions to ensure smooth daily operations.

Key Responsibilities

Vendor Coordination

• Liaise with Leads and Engineers to coordinate site line walks for vendors and contractors.
• Arrange line walk schedules and communicate relevant information to all stakeholders.
• Compile and share required project details, line walk checklists, RCBS and supporting documents with the Procurement team.
• Track procurement progress and follow up on Purchase Order (PO) issuance.
• Coordinate with vendors after PO issuance to obtain and verify required documentation, permits, and compliance records.

Administrative Support

• Provide day-to-day administrative support to the Facilities Management team.
• Prepare reports, meeting minutes, presentations, and correspondence as required.
• Coordinate meetings, site visits, and departmental events.

Safety & Compliance Administration

• Manage inventory and distribution of safety-related items such as PPE, access cards, lockers, and other site equipment.
• Maintain records of safety equipment issuance and return.

Employee Onboarding & Engagement

• Coordinate first-day onboarding arrangements for new employees, including workstation preparation, access requests, orientation schedules, and required documentation.
• Serve as a point of contact for new hires regarding administrative matters.
• Assist with employee engagement activities, celebrations, and team events.
• Coordinate birthday celebrations, recognition programs, and other employee welfare initiatives.

Qualifications & Skills

• Diploma or Bachelor's Degree in Business Administration, Management, or related field.
• Minimum 2–3 years of administrative or coordination experience. Freshers are encourage to apply
• Good communication and stakeholder management skills.
• Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook).
• Strong organizational and multitasking abilities.
• Ability to coordinate with multiple departments, vendors, and contractors.
• Attention to detail and ability to maintain accurate records.
• Experience in facilities management, procurement coordination, or site administration is an added advantage.

Location:

On-site –Kulim, Malaysia

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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