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About the Role

The Facility Administrator will support the Facilities Manager/Assistant Facilities Manager with operational activities including accounting, finance, vendor coordination, and purchasing. This role also provides essential administrative support to the Facilities Management team.

Responsibilities

• Assist the Facilities Manager/Assistant Facilities Manager with operational activities in accounting and finance.
• Coordinate with vendors, including registration and supervision.
• Manage the purchasing of material, equipment, and supplies.
• Provide administrative support to the Facilities Management team.
• Assist SFM & AFM with Vendor coordination of maintenance providers, vendor registrations, meetings, site inspections, and vendor supervision.
• Proactively engage with the client & site stakeholders to build strong relationships.
• Take and respond to phone calls and inquiries from clients and vendors.
• Assist in financial processes to ensure timely and accurate completion of all financial management requirements.
• Assist SFM & AFM to ensure prompt and accurate management of purchase orders, invoice payments, and other financial tasks for Tokyo.
• Work safely, taking reasonable care to protect own health and safety and that of others, complying with health and safety guidelines.
• Use the JLL Corrigo Work order Management systems to coordinate and manage work order requests.
• Assist with Administrative tasks, including asset management and updating lists.
• Assist with Vendor Management, supervision, escorting, and compliance registration processes.
• Assist SFM, AFM & maintenance team to manage and coordinate timely completion of Preventative Maintenance (PPM - hard services) and Reactive maintenance activities.
• Support the FM team in implementation and monitoring of disaster recovery and business continuity plans.
• Follow established escalation procedures and incident reporting procedures.
• Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures, and strategies.
• Ensure full compliance with all security guidelines for escorting vendors in a high security environment.

Requirements

• Solid administration skill.
• Native Japanese language proficiency.
• A Level of English Comprehension.
• Ability to work independently.
• Self-motivated, confident, and energetic.
• Flexible and able to adapt to rapidly changing situations.
• Good communicator with strong presentation, verbal, and written communication skills.
• Active listener.
• Honest and trustworthy.
• Able to cooperate and work well with others to meet targets.
• Able to support the team effectively as and when needed.
• Comply with firm’s procedures and standards.
• Able to interact with all levels of DFAT and diplomatic staff and vendors confidently and with ease.
• Ability to manage conflict and conflicting priorities.
• Demonstrates ability to work with vendors to deliver efficient services.
• Demonstrates proactive & professional approach to customer service.
• Has a customer-oriented attitude.
• Must be able to obtain and maintain the security clearance level DFAT nominates for this position (at a minimum will be clear JLL and police checks).
• Proven experience working with limited supervision.
• Fluent Japanese language required.
• Basic conversational English speaking and comprehension skills would be an advantage.
• Competent Administrative skills and knowledge.
• Competent use of Microsoft systems such as Word, Excel, PowerPoint, Microsoft Teams.
• Knowledge and/or keen interests in Facilities Management, customer service & interest in English.
• Customer service skills & experience and customer first mindset.

Skills

• Administration
• Japanese Language
• English Comprehension
• Independent Work
• Self-Motivation
• Confidence
• Energy
• Flexibility
• Communication
• Presentation Skills
• Verbal Communication
• Written Communication
• Active Listening
• Honesty
• Trustworthiness
• Teamwork
• Cooperation
• Client Interaction
• Conflict Management
• Priority Management
• Vendor Management
• Proactive Customer Service
• Customer Orientation
• Security Clearance
• Supervision
• Microsoft Office Suite (Word, Excel, PowerPoint, Teams)
• Facilities Management Interest
• Customer Service
• English Language Interest
• Corrigo Work Order Management System (Advantageous)

Location

• Tokyo, Japan

Work Type

• On-site

Experience Level

• Prior experience in facilities, property management, hospitality or related fields is an advantage.
• Proven experience working with limited supervision.

About the Company

• 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.
• Jones Lang LaSalle (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.

Equal Opportunity

• Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.
• If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at HRSCLeaves@jll.com.
• This email is only to request an accommodation.
• Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.