Facilities Administrator - BOH

JLL; Kuala Lumpur; On-site; MYR 42,000 - 64,000; Full time

Job summary

JLL is seeking a Facilities Administrator to support Back of House operations in Kuala Lumpur, coordinating maintenance, vendor access, and documentation to ensure smooth facility operations. The role emphasizes CMMS usage, inventory control, and cross-functional collaboration with engineers and building staff.

Ideal candidates will have 2+ years in admin or facilities coordination, strong Excel skills, and familiarity with building systems and safety regulations.

Qualifications

• High school diploma or equivalent, with 2+ years of administrative or facilities coordination experience
• Proficiency with facility management software, CMMS platforms, or similar work order tracking systems
• Strong organizational skills with demonstrated ability to manage multiple priorities and maintain detailed records
• Excellent written and verbal communication skills for effective interaction with vendors, contractors, and internal stakeholders
• Working knowledge of building systems, maintenance processes, and facility operations terminology
• Intermediate proficiency in Microsoft Office Suite, particularly Excel for data tracking and reporting

Responsibilities

• Coordinate and track BOH maintenance activities, work orders, and service requests through CMMS
• Manage vendor relationships and contractor access for BOH areas, including scheduling, credentialing, and ensuring compliance with site safety protocols
• Maintain comprehensive facility documentation including equipment logs, inspection records, compliance certificates, and standard operating procedures
• Support preventive maintenance programs by scheduling inspections, tracking completion, and maintaining accurate service history records
• Serve as liaison between facilities operations, building tenants, and service providers to address BOH operational needs and resolve facility issues
• Monitor inventory levels for facility supplies, equipment parts, and safety materials, coordinating procurement and maintaining organized storage areas
• Prepare reports and dashboards tracking key performance indicators, work order completion rates, and operational metrics for leadership review
• Assist with emergency response coordination by maintaining updated emergency contact lists, equipment locations, and critical system documentation

Skills

CMMS

Vendor management

Organizational skills

Excel

Communication

Facilities coordination

Education

High school diploma

Associate’s degree in facilities management

Tools

CMMS platforms

SharePoint

Microsoft Office Suite (Excel)

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 peopleand empowering them tothrive, 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.

What this job involves:

As a Facilities Administrator supporting Back of House (BOH) operations at JLL, you’ll serve as the operational backbone ensuring seamless facility management across critical service areas. This role combines administrative excellence with hands-on coordination, managing vendor relationships, maintaining compliance documentation, and supporting the facilities team in delivering exceptional workplace experiences. You’ll act as a central point of contact for BOH operations—including loading docks, service corridors, equipment rooms, and storage areas—ensuring these essential spaces function efficiently while maintaining safety and regulatory standards. At JLL, we are collectively shaping a brighter way for our clients, ourselves and our fellow employees, and this position plays a vital role in that mission by keeping the operational infrastructure running smoothly behind the scenes. You’ll collaborate closely with engineering teams, contractors, and building operations staff while managing work order systems, tracking preventive maintenance schedules, and ensuring all facility documentation remains current and accessible. This position offers an excellent opportunity for someone who thrives in a dynamic environment where attention to detail, proactive problem-solving, and strong organizational skills directly impact operational success.

What your day-to-day will look like:

• Coordinate and track all BOH maintenance activities, work orders, and service requests through computerized maintenance management systems (CMMS)
• Manage vendor relationships and contractor access for BOH areas, including scheduling, credentialing, and ensuring compliance with site safety protocols
• Maintain comprehensive facility documentation including equipment logs, inspection records, compliance certificates, and standard operating procedures
• Support preventive maintenance programs by scheduling inspections, tracking completion, and maintaining accurate service history records
• Serve as liaison between facilities operations, building tenants, and service providers to address BOH operational needs and resolve facility issues
• Monitor inventory levels for facility supplies, equipment parts, and safety materials, coordinating procurement and maintaining organized storage areas
• Prepare reports and dashboards tracking key performance indicators, work order completion rates, and operational metrics for leadership review
• Assist with emergency response coordination by maintaining updated emergency contact lists, equipment locations, and critical system documentation

Required qualifications:

• High school diploma or equivalent, with 2+ years of administrative or facilities coordination experience
• Proficiency with facility management software, CMMS platforms, or similar work order tracking systems
• Strong organizational skills with demonstrated ability to manage multiple priorities and maintain detailed records
• Excellent written and verbal communication skills for effective interaction with vendors, contractors, and internal stakeholders
• Working knowledge of building systems, maintenance processes, and facility operations terminology
• Intermediate proficiency in Microsoft Office Suite, particularly Excel for data tracking and reporting

Preferred qualifications:

• Associate’s degree in business administration, facility management, or related field
• Experience supporting BOH operations in commercial real estate, corporate facilities, or property management environments
• Familiarity with building codes, safety regulations, and compliance documentation requirementsBackground coordinating vendor management programs and contractor compliance tracking
• Experience with SharePoint or similar document management platforms for maintaining facility records

Location:

On-site –Kuala Lumpur, 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’repursuing.

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