Administrative Officer

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.

JLL Privacy Notice JLL, together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons.

We will then delete it safely and securely. For more information about how JLL processes your personal data, please view our Candidate Privacy Statement . For additional details please see our career site pages for each country.