Administrative Services-B1

JLL


Date: 3 days ago
City: Subang Jaya
Contract type: Full time
Key Responsibilities:

  • Service Request Management
  • Receive and log all service requests and complaints from clients or staff into the FM Track / IWMS system with complete details.
  • Create service requests or work orders and assign the relevant task to the technician or vendor team.
  • Ensure each task is completed within the agreed KPI/SLA and provide timely updates to the Facilities Coordinator and stakeholders.
  • Follow up on the completion status, close work orders in the system, and maintain weekly update reports.
  • Communicate with requesters on task progress and completion, including regular updates for longer-duration requests.
  • Reporting and Documentation
  • Prepare regular work order summary reports, charts, and presentations for review by the Facilities Manager.
  • Maintain accurate and up-to-date employee and vendor records (both physical and digital).
  • Submit monthly expense reports and any related cost documentation to HQ.
  • Ensure all data recorded in the system is accurate and timely submitted to the Soft Service Lead for reporting.
  • Submit issue reports to the Safety Department for IWMS-related incident capture or follow-up.
  • Communication and Coordination
  • Handle incoming and outgoing emails, calls, and correspondence related to facilities service requests.
  • Distribute incoming and outgoing mail to respective teams or departments.
  • Liaise with technicians in other states (Retail, TOC, etc.) to confirm issue resolution or task completion.
  • Coordinate with vendors, contractors, and internal departments to ensure smooth service delivery.
  • Operational Support
  • Provide on-site assistance to the technical team for tasks such as room setup, minor handyman work, or support within CD HUB and CD TOWER.
  • Support administrative tasks related to facilities management operations and ensure compliance with JLL procedures.
  • ---
  • Additional Responsibilities:
  • Support the Facilities team during audits, inspections, or reporting cycles.
  • Ensure confidentiality and data integrity across all records and communications.
  • Participate in team meetings, share feedback, and contribute to service improvement initiatives.
  • Adhere to company safety, health, and environmental policies at all times.
  • Skills & Qualifications:
  • Diploma or equivalent qualification in Administration, Facilities Management, or related field.
  • Minimum 1–3 years’ experience in facilities coordination, help desk, or administrative support.
  • Strong communication and coordination skills (verbal and written).
  • Proficient in MS Office (Excel, PowerPoint, Word) and FM tracking systems (e.g., FM Track, IWMS).
  • Able to multitask, prioritize, and work independently in a fast-paced environment.
  • Strong sense of responsibility, accuracy, and attention to detail.

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