Facility Coordinator

JLL empowers you to shape a brighter way.

Our people at JLL 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.

Service Hour: Monday-Friday, 9.30-18.00

Service Structure: 1 Facility Management Staff

Service Location:

1. Tokyo Office

2. Osaka Office (Remote management)

3. Nagoya Office (Remote management)

4. Narita Office (Remote management)

Building & Facilities

• Management of lease agreements, Japanese language review if necessary and compliance with local laws and regulations
• Participation in building consultative committee meetings, regular meetings
• Plan and execute an appropriate maintenance schedule for all relevant equipment, furniture & fittings and other items. Respond appropriately to urgent cases as they arise.
• Manage fire safety program (Fire Warden, Equipment, Evacuation, Procedures, Staff Awareness, Fire Drill, etc.)
• Responsible for the management of Control Access System
• ID/Security Pass management. Issuing ID cards to new employees, lending cards to visitors, and managing card inventory
• Energy management
• Seat and locker assignment. Data update

Purchasing Management

• Coordinate closely with APAC Regional Purchasing team to ensure requisitions and align them with the global policy.

BCP

• Emergency equipment and food management
• BCP Champion/Coordinator, Be-Safe coordinator

Reporting / Meeting

• Attend and report at Bi-weekly meeting with regional manager.
• Attend and report at quarterly meeting of ABF.
• Attend and report at monthly Japan management meeting.

Office Management

• Overall management of all office operations and services to the Amadeus standards and in the most cost-efficient way including but not limited to office, stationary/pantry supplies, mail/couriers, cleaning, pest control, insurances, etc.
• Liaise with other depts to perform proper stock management, particularly tracking of furniture and other relevant items, as might be required by the Finance Department.
• Participate with HR, DTS and other relevant units in the processes related to newcomers/leavers.
• Calculate and compare costs for required goods or services to achieve maximum value for money.
• Submit monthly attendance figures in Entrapass
• Management and renewal of insurance policies
• Minor repairs Furniture, doors, floors, etc.
• Check that agreed goods or services are being delivered in a satisfactory manner and follow up on any deficiencies detected.
• Conduct office rounds to maintain an appropriate environment.
• Invoice processing and cost trucking related to AB&F.

DTS

• Manage the relationships with telecom companies for the provision of fixed/mobile telephony as well as with utility companies if and when required.
• Support DTS related equipment distribution/collection.

Others

• Submission of documents requested by the Ministry of Finance, Ministry of Internal Affairs and Communications, and other government agencies

It will be required to work on-site a few times a year – either on weekends or at night (around 10:00pm) – to oversee tasks such as annual power outages and building maintenance. Additionally, unexpected repairs that are best handled outside of business hours may occasionally arise at weekends. In such cases, it will be allowed to take a substitute day off or utilize staggered commuting.

Location

On-site –Tokyo, Japan

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If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table!

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