Procument Assistant/Administration & Office Support
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Procument Assistant/Administration & Office Support Apply remote type On-site locations Kuala Lumpur, Malaysia time type Full time posted on Posted 4 Days Ago job requisition id REQ436886JLL empowers you to shape a brighter way .
Our people at JLL and JLL Technologies 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 youve got deep experience in commercial real estate, skilled trades or technology, or youre looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.
DUTIES AND RESPONSIBILITIES
Procurement Assistant 1. Purchase Order Management:o Ensure accuracy of purchase order details, including pricing, quantities, and delivery termso Coordinate with suppliers to confirm order receipts and resolve any discrepancies
2. Supplier Relationship Management:o Maintain and update supplier database with current contact information, certifications, and performance metricso Assist in vendor evaluation and selection processeso Coordinate supplier meetings and site visits as required
3. Contract Administration:o Assist in preparing, reviewing, and maintaining procurement contractso Track contract expiration dates and initiate renewal processeso Ensure compliance with contractual terms and conditions
4. Cost Savings and Analysis:o Assist in conducting market research and price comparisonso Prepare cost analysis reports to support decision-makingo Identify potential areas for cost savings and process improvements
5.Documentation and Reporting:o Maintain accurate and up-to-date procurement files and recordso Prepare regular procurement reports, including spend analysis and supplier performanceo Ensure all documentation complies with company policies and auditing requirements
6. Communication:o Liaise between internal departments and suppliers to ensure smooth procurement processeso Respond to inquiries from internal departments regarding procurement status and issueso Escalate complex issues to the Procurement Manager as necessary
7. Compliance and Ethics:o Ensure all procurement activities adhere to company policies, ethical standards, and relevant regulationso Assist in maintaining records for audit purposeso Report any potential conflicts of interest or policy violations
8. Tendering and RFP Process:o Assist in preparing Request for Proposals (RFPs) and tender documentso Coordinate the distribution of RFPs to potential supplierso Manage the receipt and organization of supplier responseso Assist in the evaluation of proposals, including creating comparison matriceso Support the team in preparing presentation materials for selection committeeso Maintain confidentiality throughout the tendering processo Ensure compliance with company policies and legal requirements in the RFP process
9. Contractual Management:o Assist in drafting and reviewing procurement contractso Maintain a centralized contract database, ensuring all documents are up-to-date and easily accessibleo Track contract expiration dates and initiate renewal processes in a timely mannero Monitor supplier performance against contractual terms and report any deviationso Assist in contract negotiations by providing relevant data and support materialso Ensure all necessary signatures and approvals are obtained for contractso Coordinate with legal department for contract reviews when necessary
10. Comparison Quotes:o Solicit quotes from multiple vendors for goods and serviceso Create comprehensive comparison sheets, detailing prices, terms, delivery times, and other relevant factorso Analyze quote comparisons to identify the most cost-effective and suitable optionso Prepare summary reports of quote comparisons for management reviewo Maintain a database of historical quote information for future referenceo Ensure fair and ethical practices in the quote collection process
11. Market Research and Vendor Evaluations:o Conduct regular market research to stay informed about industry trends, new products, and pricing fluctuationso Identify potential new suppliers and evaluate their capabilitieso Assist in creating and maintaining vendor scorecardso Analyze supplier performance data and prepare reportso Contribute to the development of supplier evaluation criteriao Support the team in conducting periodic supplier performance reviews
12. Supplier Meetings and Site Visits:o Coordinate and schedule supplier meetings and site visitso Prepare agendas and necessary documents for supplier meetingso Participate in supplier meetings and take detailed noteso Assist in organizing and conducting supplier site visitso Prepare reports summarizing key findings from meetings and site visitso Follow up on action items resulting from supplier interactions
13. New Vendor Research and Onboarding:o Proactively search for and identify potential new vendors in the marketo Conduct initial screenings of new vendors, including requesting company profiles and capabilities statementso Assist in the vendor pre-qualification process, including collecting necessary documentationo Coordinate with internal stakeholders to evaluate new vendor suitability
Support the onboarding process for approved new vendorso Maintain and update the database of potential vendors for future opportunities
14. General Research and Analysis:o Stay informed about industry trends, best practices, and emerging technologies in procuremento Conduct research on specific products or services as requested by the procurement teamo Analyze spending patterns and identify potential areas for cost savingso Assist in benchmarking studies to compare company practices with industry standardso Prepare research summaries and presentations for management review
Admin & Office Support 1. Office Management:o Manage Management office reception area, greet visitors, and direct them to appropriate personnelo Answer and manage incoming phone calls, emails, and correspondenceo Maintain a clean, organized, and professional office environmento Coordinate office layout and equipment maintenance
2. Administrative Support:o Provide general administrative support to various departments as neededo Prepare and edit correspondence, reports, presentations, and other documentso Organize and maintain file systems, both physical and digital
3. Communication:o Act as a liaison between management, employees, and external partieso Facilitate effective communication within the organizationo Respond to inquiries and requests for information promptly and professionally
4. Document Management:o Process, organize, and file important documentso Maintain confidentiality of sensitive informationo Ensure proper document retention and disposal according to company policieso Prepares a variety of written materials (e.g. correspondence & memos, etc.)
5. Office Supplies and Equipment:o Manage inventory and order office supplies & pantry item as neededo Coordinate maintenance and repair of office equipmento Research and recommend cost-effective suppliers and service providers
6. Vendor Management:o Maintain relationships with office vendors and service providerso Resolve any issues or discrepancies with vendors
7. Employee Support:o Assist with onboarding procedures for new employeeso Maintain employee records and update as necessaryo Coordinate with all staffs for various administrative tasks
REQUIRED SKILLS & KEY COMPETENCIES: 1. Time management & adaptability2. Teamwork and collaboration3. Initiative and proactivity4. Negotiation skills & ethical conduct5. Strong organizational and problem-solving skills6. Ability to work independently and manage multiple tasks7. Excellent communication and interpersonal skills8. Proficiency in office software and equipment9. Attention to detail and accuracy10. Ability to maintain confidentiality11. Adaptability and flexibility in a dynamic work environment12. Time management and ability to meet deadlines13. Analytical skills to interpret data and guidelines
QUALIFICATIONS: • Bachelors degree in Business Administration, Supply Chain Management, or any related field (or equivalent work experience).• 1-2 years of experience in procurement or related field preferred.• Proficiency in Microsoft Office Suite, especially Excel• Familiarity with procurement software and ERP systems is a plus.• Strong analytical and problem-solving skills.• Excellent communication and interpersonal skills• Ability to multitask and work in a fast-paced environment• Strong attention to detail and organizational skills• Basic understanding of procurement processes and best practices• 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
WE OFFER: 1. Competitive salary commensurate with experience2. Opportunities for professional development and growth3. A dynamic and collaborative work environment4. Comprehensive benefits package
Location:
On-site -Kuala Lumpur, MalaysiaJLL Privacy Notice
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For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visitjll.com .
#J-18808-LjbffrInformation :
- Company : JLL
- Position : Procument Assistant/Administration & Office Support
- Location : Kuala Lumpur, Kuala Lumpur
- Country : MY
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Post Date : 2025-07-17 | Expired Date : 2025-08-16