Duties And Responsibilities 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's, 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's 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 this including the quotes comparison.
- Assist in audit of documentation and contract terms required for trade transactions.
- Assist in building relationships with organizational 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 Degree in Finance/ Accountancy/ Banking/ 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.
- Must have basic Accounting 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
Customer Service, Data Analysis, bahasa malaysia , Confidentiality, Accounting, Problem Solving, Ms Office, English, Administrative Support, Office Supplies, Communication Skills
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