Administrative Officer

Jones Lang LaSalle Incorporated; Kulim, Bayan Lepas; On-site; MYR 67,000 - 100,000; Full time

Job summary

JLL is seeking an Administrative Officer for on-site roles in Kulim and Bayan Lepas, Malaysia. The position focuses on comprehensive administrative, operational, and program coordination support to ensure smooth business activities, projects, and events.

Responsibilities include calendar management, meeting logistics, documentation, and reports for stakeholders, while tracking budgets and vendor activities. A Diploma/Degree in a related field and 3+ years of experience are preferred.

Qualifications

• Excellent written and verbal communication in English.
• Minimum 3 years of relevant administrative support or office management experience.
• Experience in project coordination is advantageous.

Responsibilities

• Provide day-to-day administrative support including calendar management and document prep.
• Coordinate logistics for visitors, travel, venues, and meetings.
• Organize meetings, agendas, minutes, and follow up on actions.
• Track budgets, invoices, and vendor management activities.
• Identify process improvements to enhance efficiency.

Skills

English communication

Education

Diploma or Degree in Business Administration

Office Management

Tools

Microsoft Office

SharePoint

Project management tools

Job description

## Administrative OfficerApply: On-site: Kulim, Malaysia: Bayan Lepas, Malaysia: Full time: Posted Today: REQ539722**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 Officer provides comprehensive administrative, operational, and program coordination support to ensure the smooth execution of business activities, projects, and events. This role serves as a central point of contact, coordinating cross-functional stakeholders, managing schedules, tracking deliverables, and supporting continuous process improvements across the organization.**Key Responsibilities****Administrative Support*** Provide day-to-day administrative support, including calendar management, meeting coordination, and document preparation* Coordinate logistics for visitors, travel arrangements, venue bookings, and conference room management* Maintain program documentation, databases, reports, and filing systems with accuracy and confidentiality* Prepare presentations, dashboards, and management reports for various stakeholders**Program & Project Coordination*** Coordinate and monitor program timelines, milestones, action items, and deliverables to ensure on-time completion* Organize meetings, prepare agendas, record meeting minutes, and systematically follow up on action items* Support planning and execution of employee engagement activities, training sessions, workshops, and corporate events* Track project progress and flag potential risks or delays to relevant stakeholders**Stakeholder Management & Communication*** Serve as a central point of contact for cross-functional teams and external partners* Manage program communications and ensure stakeholders receive timely, accurate updates* Collaborate effectively with internal teams and external vendors to ensure successful program execution**Financial & Operational Support*** Track budgets, invoices, purchase requests, and coordinate vendor management activities* Assist with expense tracking and financial reconciliation where applicable* Ensure compliance with company policies, procurement procedures, and documentation requirements**Continuous Improvement*** Identify opportunities to improve administrative processes and enhance operational efficiency* Recommend and implement best practices for workflow optimization**Requirements****Education*** Diploma or Degree in Business Administration, Office Management, or related field* Minimum 3 years of relevant experience in administrative support, program coordination, or office management roles* Experience in project coordination or project management is an added advantage**Technical Skills*** Excellent written and verbal communication skills in English* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint* Experience with project management tools is an advantage**Location:**On-site –Bayan Lepas, Malaysia, Kulim, Malaysia