Administrative Officer

JLL; Bayan Lepas; On-site; MYR 67,000 - 100,000; Full time

Job summary

JLL is hiring a Maintenance Planning Specialist (Maximo) to support maintenance planning, procurement coordination, and data management in Bayan Lepas, Malaysia. The role involves creating and managing work orders, reviewing quotations, issuing POs, and ensuring timely maintenance execution to sustain business operations.

On-site position requiring coordination with operations, vendors, and clients to uphold service excellence and project delivery.

Qualifications

• High school diploma or equivalent; associate degree or bachelor's degree preferred.
• Experience in facilities management support or operational analytics.
• Familiarity with procurement processes and data management.

Responsibilities

• Plan and coordinate preventive maintenance activities with the operations team to keep schedules on track.
• Provide operational and administrative support to maintain business continuity and service excellence.
• Coordinate site line walks with vendors to assess requirements and obtain quotations for small projects.
• Review vendor quotations and prepare the CBS for PO conversion.
• Issue quotations to clients after PO conversion and manage the quotation process.
• Monitor work progress and ensure proper documentation of completed jobs.
• Close purchase orders in the system after work completion and contract fulfillment.
• Update project trackers and support data management, reporting and process improvements.

Skills

Maintenance planning

Procurement coordination

Data management

Analytical skills

Education

High school diploma

Associate degree

Bachelor's degree

Tools

IBM Maximo

Job description

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.

Position Overview

The Business Support & Maintenance Planning Specialist is responsible for supporting business operations through effective quotation management, procurement coordination, maintenance planning, and work order administration. The role ensures timely issuance of quotations, purchase order (PO) processing and closure, preventive maintenance compliance, and accurate maintenance data management in IBM Maximo. This position works closely with operations, procurement, vendors, and clients to ensure efficient project execution, service delivery, and business continuity.

My key responsibilities include:

• Planning and coordinating equipment preventive maintenance activities with the operations team to ensure all maintenance schedules are executed on time.
• Providing operational and administrative support to facilitate business continuity and service excellence across various service lines.
• Initiating site line walks for small projects together with vendors to assess requirements and obtain quotations and draft SOW for small projects.
• Reviewing vendor quotations and preparing the Cost Breakdown Sheet (CBS) for submission to the procurement team for purchase order conversion.
• Issuing quotations to clients upon PO conversion and managing the overall quotation process.
• Monitoring work progress and ensuring all completed jobs are properly documented.
• Closing purchase orders in the system upon successful completion of work and fulfillment of contractual requirements.- Updating project tracker
• Supporting data management, reporting, and business process improvements through analytical and administrative functions.

This role combines business coordination, maintenance planning, procurement support, and operational administration to ensure efficient project execution and service delivery.

Key Responsibilities

Operational Support

• Provide daily operational support to business teams, ensuring quotation is out timely.
• Coordinate with facilities operation team to ensure preventive maintenance work orders completed timely.

Data Management & Reporting

• Business Support Analyst
• Process quotation conversion and issuance to customers SOW and RFQ, CBS and PO creation and invoicing. AODP and Corrigo
• Work with operation team on quotations processing, Competitive Bids Summary (CBS), PO requisitions and PO follow‑ups closure.
• Work with operation team for buyoff and invoicing.
• Ensure all project requests are accurately captured, tracked, and monitored accordingly.

"> ">undefined Maintenance Planning Specialist (maximo) Create, update, and manage work orders in IBM Maximo for planned, corrective, and breakdown maintenance.Prioritize, assign, and monitor task execution to ensure timely completion and compliance with standards.Review and verify documentation for completed work orders before closure.Maintain accurate asset master data including hierarchy, specifications, condition status, and failure records.Conduct periodic audits to verify asset tagging accuracy, PM execution, and job plan implementation.Ensure configuration governance and data integrity in IBM Maximo.Generate reports on PM compliance, backlog health, asset performance, and maintenance cost trends.- Monitor key KPIs such as availability, schedule adherence, and maintenance effectiveness.- Provide IBM Maximo functional support and resolve data-related issues.- Support dashboard enhancements and data visualization improvements.

Preferred Qualifications

Education & Experience High school diploma or equivalent required; associate degree or bachelor's degree preferredExperience in facilities management support, operation or analytical roles

Location:

On-site -Bayan Lepas, 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.

JLL Privacy Notice

JLL, together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitm