Administrative Officer

JLL; Penang; On-site; MYR 48,000 - 72,000; Full time

Job summary

JLL is looking for an Administrative Officer in Malaysia to provide comprehensive administrative, operational, and program coordination support for business activities, projects, and events.

You will be the central point of contact, coordinating cross-functional stakeholders, managing schedules, tracking deliverables, and supporting process improvements across the organization.

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 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.
• Coordinate and monitor program timelines, milestones, action items, and deliverables to ensure on-time completion.
• Organize meetings, prepare agendas, record meeting minutes, and 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.
• 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 with internal teams and external vendors to ensure successful program execution.
• 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.
• Identify opportunities to improve administrative processes and enhance operational efficiency.
• Recommend and implement best practices for workflow optimization.

Skills

English communication

Organizational skills

Time management

Cross-functional coordination

Education

Diploma or Degree in Business Administration or related field

Minimum 3 years of relevant experience

Tools

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

SharePoint

Project management tools

Job description

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.

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