Administrative Officer

JLL; Kulim; On-site; MYR 33,000 - 58,000; Full time

Job summary

The Administrative Officer at JLL in Kulim, Malaysia, provides comprehensive administrative and program coordination support to ensure smooth business activities and events. You will manage calendars, deliverables, and cross-functional communications as a central contact for teams and external partners.

Ideal candidates hold a diploma or degree in business administration or office management, with 3+ years in admin or coordination. Strong English, MS Office, and SharePoint skills are essential.

Qualifications

• 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.

Responsibilities

• Provide day-to-day administrative support, including calendar management, meeting coordination, and document preparation
• Coordinate logistics for visitors, travel, venue bookings, and conference room management
• Maintain program docs, databases, reports, and filing with accuracy and confidentiality
• Prepare presentations, dashboards, and management reports for stakeholders
• Coordinate and monitor program timelines, milestones, action items, and deliverables
• Organize meetings, prepare agendas, record minutes, and follow up on actions
• Support employee engagement activities, training sessions, and corporate events
• Track project progress and flag risks or delays to stakeholders
• Serve as central contact for cross-functional teams and external partners
• Manage program communications and ensure timely updates
• Collaborate with internal teams and vendors for program execution
• Track budgets, invoices, and purchase requests; coordinate vendor management
• Assist with expense tracking and financial reconciliation
• Ensure compliance with policies and procurement procedures
• Identify opportunities to improve administrative processes and efficiency
• Recommend and implement best practices for workflow optimization

Skills

Communication

Office management

Project coordination

Education

Business Admin degree

Tools

Microsoft Office

SharePoint

Project management tools

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.

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

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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For additional details please see our career site pages for each country.