Job Description

Accountabilities

Admin & Office Support

• Providing office & administrative support and acting as liaison person between the Management Office and other parties (tenants & etc).
• Answers telephones and directs the caller to the appropriate associate & greets visitors in a friendly, interested, and helpful manner.
• Monitoring assigned task and/or projects within the Maintenance/Facilities department.
• Assists in ordering, receiving, stocking and distribution of office supplies
• Required initiative, organizational problem solving skills; ability to acquire knowledge of program operations, policies and procedures.
• Work independently and carry out administrative details without requiring the immediate attention.
• Assists other personnel for the purpose of supporting them in the completion of their work activities.
• Essential Functions Evaluates situations and events (e.g. involving other staff, the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Maintains a variety of records, supplies, calendar, schedules, files, etc. (e.g. employee time reports, fiscal information, energy cost/usage, construction, developer fees, mitigation, work orders, etc.) for the purpose of providing documentation in accordance with administrative and legal requirements.
• Performs record keeping (confidential and non-confidential) and general and program specific clerical functions (e.g. scheduling, copying, faxing, etc.)
• Prepares a variety of written materials (e.g. correspondence, memos, fiscal and statistical reports, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Processes documents and materials (e.g. contracts, specifications, purchase requisitions, mail, etc.) for the purpose of disseminating information in compliance with
• program, district, state and/or federal requirements.
• Researches a wide variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information for addressing a variety of administrative requirements.
• Responds to inquiries from a variety of internal and external parties (in person and by telephone) (e.g. staff\xe2\x80\x99s, landlord, tenants, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Supports assigned administrative personnel for the purpose of providing assistance with their administrative functions.
• Analyze information where necessary, investigating variances and taking appropriate corrective action.
• Maintain the Team\xe2\x80\x99s electronic and paper filing systems to ensure the smooth running and effective access of information to the whole team.
• Ability to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize specific, job-related equipment.
• Problem solving is required to analyze issues and create action plans.
• Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited.
• Specific ability-based competencies required to satisfactorily perform the functions of the job include communicating with diverse groups; maintaining confidentiality; adapting to changing work priorities; and meeting deadlines and schedules.

Procurement Assistant

• Working with Procurement Manager and performing vendor research & selection to enhance profitability, reducing operating cost including boosting efficiency.
• Conducting on-going market research to identify beneficial purchase agreements and potential vendors.
• Responsible for maintaining procurement records.
• Assists in contractor selections by gathering procurement specifications and tender bids received from suppliers.
• Assist in audit of documentation and contract terms required for trade transactions.
• Assist in building relationships with organisational network and external vendors for procurement.
• Assist in ongoing review records and information to determine if work processes and procedures are effective.
• Draft proposal requirements or procurement details to potential sellers.
• Gather list of sellers in line with selection processes.
• Support data collection on potential sellers that fulfil requirements.
• Support procurement activities based on product specifications and customer needs.
• Support work improvement activities and performance improvement strategies.
• Maintaining cordial work relationships with vendors and supervising vendors activities.
• Responsible to compare prices and assess the status of the product in the market.
• Responsible to inspects the quality and accuracy of suppliers and equipment.
• Conducts cost and quality comparisons.
• Responsible to coordinates and communicates with the specific key employees of each department in the company as this is to determine the needs of each department.
• Any other duties assigned as and when needed

Key Performance Measures Competencies

• Candidate must possess at least a LCCI/Diploma / Bachelor\'s Business and Administration or any related field equivalent.
• Well versed in MS Office (e.g Words, Excel etc).
• Must have basic Customer Service & Office support knowledge.
• Required language(s): English & Bahasa Malaysia
• Excellent written and verbal communication skills.
• At least 1 or 2 years of working experience in the related field is required for this position.
• Strong organizational and interpersonal skills.
• Positive approach to meeting client needs.
• Work experience in a corporate environment or with a third-party service provider.
• Result oriented and able to work under pressure to meet tight deadlines
• Recent graduates are also invited to apply, JLL will provide career development planning to support growth and development in the role

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Jones Lang LaSalle