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Kuala Lumpur

    Procurement Assistant/Administration - Malaysia, Kuala Lumpur - JLL

    JLL
    JLL Malaysia, Kuala Lumpur

    2 days ago

    JLL background
    Full time Real Estate
    Description
    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
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