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About the Role

The Facility Coordinator will assist the Senior Facilities Manager/Assistant Facilities Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, and purchasing. This role also provides administrative support to the Office team and onsite JLL technical support teams.

Responsibilities

Coordinate and manage work order requests using the JLL Corrigo Work order (WO) Management systems.
Respond promptly to WO requests and communicate with client & resident stakeholders for access.
Create & close out WO in a timely manner, assign vendors to WO, and issue Purchase Orders.
Monitor Corrigo WO dashboard to ensure no overdue WO.
Assist in the management of all contractors on site to ensure they perform to the required standards.
Assist in the procurement of vendors and services.
Manage maintenance providers, including onboarding, vendor registration, compliance using ARAVO, meetings, site inspections, and vendor supervision.
Assist SFM & AFM in financial processes, ensuring timely and accurate completion.
Submit and verify invoices for accuracy, proper coding, and authorization.
Coordinate with Onsite FM team and finance teams to resolve billing discrepancies.
Ensure prompt and accurate management of purchase orders (JDE).
Work safely, taking care to protect own health and safety and that of others.
Assist in the implementation of Industry Best Practice operations.
Supervise vendors and contractors while working onsite.
Maintain premises in neat and good working condition.
Maintain key registers in good order.
Assist SFM, AFM and onsite JLL technical team to manage and coordinate timely completion of PPM and Reactive maintenance requests.
Assist the FM team in the implementation and management of property risk management program.
Support FM team and Client with the implementation and monitoring of disaster recovery and business continuity plans (BCP), Crisis action plans (CAP).
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.
Achieve Key Performance Indicators and Service Level Agreement targets.

Requirements

Enjoy working in and contribute to a close supportive team & fun environment.
Solid problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively.
Native Japanese or NV1 level - Conversational level English, written and spoken.
Strong understanding of Microsoft suite, Excel, Word, Powerpoint, etc.
Ability to effectively deal with busy situations.
Able to work independently.
Self-motivated, confident and energetic.
Flexible – able to adapt to rapidly changing situations.
Goal-oriented – able to focus on meeting all performance targets.
Strong communicator – good presentation skills and possesses strong verbal & written communication skills (Japanese & English); also, an active listener.
Exhibit honesty and trustworthiness.
Must be able to obtain and maintain the security clearance level DFAT nominates for this position (at a minimum will be clear JLL and local police checks).

Skills

Team First Mindset
Cooperate and work well with others to meet targets
Support the team effectively
Adaptable to quick changing situations and needs
Commit to accurate execution while complying with firm’s procedures and standards
Office Management & Organisational Skills
Manage multiple operational matters daily
Prioritize and manage the completion of tasks efficiently and timely
Strong administration skills
Multi-tasking
Client Focus & Relationship Management
Interact with all levels of DFAT, diplomatic staff, compound residents and vendors confidently and with ease
Manage conflict and conflicting priorities
Work with vendors to deliver efficient services
Proactive & professional approach to customer service
Customer-oriented attitude

Location

On-site – Tokyo, Japan

Work Type

Full-time
On-site

Experience Level

Prior experience in facilities services, property management, or hotel and hospitality or related fields
Proven experience working with limited supervision
Experience or an interest in Hard Services and basic technical aspects of property (HVAC, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) would be an advantage

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.