Administrative Officer

Jones Lang LaSalle Incorporated; Penang; On-site; MYR 60,000 - 90,000; Full time

Job summary

Jones Lang LaSalle Incorporated in Bayan Lepas, Malaysia, is seeking a Business Support & Maintenance Planning Specialist to coordinate preventive maintenance, quotations, and procurement activities. The role involves IBM Maximo administration, data reporting, and ensuring timely project execution.

The position focuses on operational and administrative support across service lines, with the goal of maintaining service continuity and efficient work orders.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Experience in facilities management support, operation or analytical roles is desirable.
• Knowledge of IBM Maximo or similar maintenance management systems is a plus.

Responsibilities

• Plan and coordinate equipment preventive maintenance activities with the operations team.
• Provide operational and administrative support to ensure business continuity and service excellence.
• Initiate site line walks with vendors to assess requirements and draft small project SOWs.
• Review vendor quotations and prepare CBS for PO conversion and submission.
• Issue quotations to clients upon PO conversion and manage the quotation process.
• Monitor work progress and ensure proper documentation of completed jobs.
• Close purchase orders in the system after successful completion and contract fulfillment.
• Update project tracker and support data management, reporting, and process improvements.

Skills

Maintenance planning

Quotation management

Procurement coordination

Data management

Education

High school diploma (or equivalent)

Associate or bachelor's degree preferred

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.

• 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.

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

• High school diploma or equivalent required; associate degree or bachelor's degree preferred.
• Experience in facilities management support, operation or analytical roles.

Location

On‑site – Bayan Lepas, Malaysia.

About JLL

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. 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.

At JLL, we give you the opportunity, knowledge and tools to own your success, because we value what makes each of us unique. We help our people thrive, grow meaningful careers and find a place where they belong. Together, we strive to be exceptional and shape a better world.

For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500 company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM.