Administrative Services-B1

JLL 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 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.

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.
• Location : On-site – Subang Jaya, Malaysia

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.

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