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.   

Procurement Assistant

1) Purchase Order Management:

Ensure accuracy of purchase order details, including pricing, quantities, and delivery termsCoordinate with suppliers to confirm order receipts and resolve any discrepancies

2) Supplier Relationship Management:

Maintain and update supplier database with current contact information, certifications, and performance metricsAssist in vendor evaluation and selection processesCoordinate supplier meetings and site visits as required

3) Contract Administration:

Assist in preparing, reviewing, and maintaining procurement contractsTrack contract expiration dates and initiate renewal processesEnsure compliance with contractual terms and conditions

4) Cost Savings and Analysis:

Assist in conducting market research and price comparisonsPrepare cost analysis reports to support decision-makingIdentify potential areas for cost savings and process improvements

5) Documentation and Reporting:

Maintain accurate and up-to-date procurement files and recordsPrepare regular procurement reports, including spend analysis and supplier performanceEnsure all documentation complies with company policies and auditing requirements

6) Communication:

Liaise between internal departments and suppliers to ensure smooth procurement processesRespond to inquiries from internal departments regarding procurement status and issuesEscalate complex issues to the Procurement Manager as necessary

7) Compliance and Ethics:

Ensure all procurement activities adhere to company policies, ethical standards, and relevant regulationsAssist in maintaining records for audit purposesReport any potential conflicts of interest or policy violations

8) Tendering and RFP Process:

Assist in preparing Request for Proposals (RFPs) and tender documentsCoordinate the distribution of RFPs to potential suppliersManage the receipt and organization of supplier responsesAssist in the evaluation of proposals, including creating comparison matricesSupport the team in preparing presentation materials for selection committeesMaintain confidentiality throughout the tendering processEnsure compliance with company policies and legal requirements in the RFP process

9) Contractual Management:

Assist in drafting and reviewing procurement contractsMaintain a centralized contract database, ensuring all documents are up-to-date and easily accessibleTrack contract expiration dates and initiate renewal processes in a timely mannerMonitor supplier performance against contractual terms and report any deviationsAssist in contract negotiations by providing relevant data and support materialsEnsure all necessary signatures and approvals are obtained for contractsCoordinate with legal department for contract reviews when necessary

10) Comparison Quotes:

Solicit quotes from multiple vendors for goods and servicesCreate comprehensive comparison sheets, detailing prices, terms, delivery times, and other relevant factorsAnalyze quote comparisons to identify the most cost-effective and suitable optionsPrepare summary reports of quote comparisons for management reviewMaintain a database of historical quote information for future referenceEnsure fair and ethical practices in the quote collection process

11) Market Research and Vendor Evaluations:

Conduct regular market research to stay informed about industry trends, new products, and pricing fluctuationsIdentify potential new suppliers and evaluate their capabilitiesAssist in creating and maintaining vendor scorecardsAnalyze supplier performance data and prepare reportsContribute to the development of supplier evaluation criteriaSupport the team in conducting periodic supplier performance reviews

12) Supplier Meetings and Site Visits:

Coordinate and schedule supplier meetings and site visitsPrepare agendas and necessary documents for supplier meetingsParticipate in supplier meetings and take detailed notesAssist in organizing and conducting supplier site visitsPrepare reports summarizing key findings from meetings and site visitsFollow up on action items resulting from supplier interactions

13) New Vendor Research and Onboarding:

Proactively search for and identify potential new vendors in the marketConduct initial screenings of new vendors, including requesting company profiles and capabilities statementsAssist in the vendor pre-qualification process, including collecting necessary documentationCoordinate with internal stakeholders to evaluate new vendor suitabilitySupport the onboarding process for approved new vendorsMaintain and update the database of potential vendors for future opportunities

14) General Research and Analysis:

Stay informed about industry trends, best practices, and emerging technologies in procurementConduct research on specific products or services as requested by the procurement teamAnalyze spending patterns and identify potential areas for cost savingsAssist in benchmarking studies to compare company practices with industry standardsPrepare research summaries and presentations for management review

Admin & Office Support

1) Office Management:

Manage Management office reception area, greet visitors, and direct them to appropriate personnelAnswer and manage incoming phone calls, emails, and correspondenceMaintain a clean, organized, and professional office environmentCoordinate office layout and equipment maintenance

2) Administrative Support:

Provide general administrative support to various departments as neededPrepare and edit correspondence, reports, presentations, and other documentsOrganize and maintain file systems, both physical and digital

3) Communication:

Act as a liaison between management, employees, and external partiesFacilitate effective communication within the organizationRespond to inquiries and requests for information promptly and professionally

4) Document Management:

Process, organize, and file important documentsMaintain confidentiality of sensitive informationEnsure proper document retention and disposal according to company policiesPrepares a variety of written materials (e.g. correspondence & memos, etc.)

5) Office Supplies and Equipment:

Manage inventory and order office supplies & pantry item as neededCoordinate maintenance and repair of office equipmentResearch and recommend cost-effective suppliers and service providers

6) Vendor Management:

Maintain relationships with office vendors and service providersResolve any issues or discrepancies with vendors

7) Employee Support:

Assist with onboarding procedures for new employeesMaintain employee records and update as necessaryCoordinate with all staffs for various administrative tasks

REQUIRED SKILLS & KEY COMPETENCIES:

Time management & adaptabilityTeamwork and collaborationInitiative and proactivityNegotiation skills & ethical conductStrong organizational and problem-solving skillsAbility to work independently and manage multiple tasksExcellent communication and interpersonal skillsProficiency in office software and equipmentAttention to detail and accuracyAbility to maintain confidentialityAdaptability and flexibility in a dynamic work environmentTime management and ability to meet deadlinesAnalytical skills to interpret data and guidelines

QUALIFICATIONS:

Bachelor's 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 ExcelFamiliarity with procurement software and ERP systems is a plus.Strong analytical and problem-solving skills.Excellent communication and interpersonal skillsAbility to multitask and work in a fast-paced environmentStrong attention to detail and organizational skillsBasic understanding of procurement processes and best practicesPositive 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 deadlinesRecent graduates are also invited to apply, JLL will provide career development planning to support growth and development in the role

WE OFFER:

Competitive salary commensurate with experienceOpportunities for professional development and growthA dynamic and collaborative work environmentComprehensive benefits package

Location:

On-site –Kuala Lumpur, Malaysia

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For additional details please see our career site pages for each country.