Admin Assistant

JLL; Kampung Baru Tanah Hitam Chemor; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading property management firm in Malaysia seeks a candidate for finance management and administrative support tasks. Responsibilities include assisting the facilities manager with procurement processes, managing service requests for the helpdesk, and ensuring finance-related operations are properly executed. The ideal candidate will have a diploma or degree in a related field and at least two years of relevant experience. Strong interpersonal and communication skills are essential for effective performance in this role.

Qualifications

• 2 years of experience in related field.
• Demonstrated flexibility, organization, and self-motivation.
• Proven ability to execute multiple tasks efficiently.

Responsibilities

• Coordinate finance management processes and administration support.
• Assist in vendor management and track administration-related data.
• Manage helpdesk by logging complaints and creating service requests.

Skills

Customer service attitude

Interpersonal skills

Communication skills

Finance knowledge

Procurement knowledge

Education

Diploma/Degree or equivalent work experience

Job description

Responsible in overall coordination of finance management, administration support and provide assistance to Facilities Helpdesk related scope of work.

Finance Management

• To assist Facilities Manager and site team in Project Template preparation, PO issuance, Invoice issuance and verification including all related processes and procedures between the Client and JLL.
• To ensure that the financial processes are being followed including timely financial reporting submission.
• Responsible in managing JLL vendor management system from proper registration, system update and regional coordination work.

Administration Support

• To ensure all staff administration related are properly tracked and recorded (attendance, leave, overtime, etc.).
• To assist the Client in parking management finance administration work and submit relevant reporting.

Helpdesk Administrator Support

• Receive and log complaints with complete details of the service request from the staff.
• To create service request/work order and assign the relevant task to the technical team with target completion as per agreed KPI/SLA.
• Follow up completion, close the service request/work order and provide updates thru the system.
• Communicate back to the staff and provide the update upon completion. Regular updates if the task require longer completion timeline.

Procurement & Vendor Management

• To conduct performance assessment of technical vendors and ensure the delivery are as per agreed SLA/KPI.
• To assist the Facilities Manager and ensure vendor procurement processes are in compliance to both Client and JLL guidelines.

Qualifications And Ideal Experiences

• Diploma/Degree or equivalent work experience is required.
• 2 years of experience in related field.
• Some basic finance and procurement knowledge or experience will be an advantage.
• Strong customer service attitude and interpersonal skills is required.
• Excellent written and verbal communication skills are required.
• Proven ability to execute multiple tasks efficiently and effectively.
• Proven ability to work effectively in a team environment.
• Demonstrated flexibility, organization, and self-motivation.