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About the Role

The Facilities Coordinator is responsible for managing and coordinating facility services to ensure a clean, safe, and welcoming environment for clients. This role oversees day-to-day soft services operations including cleaning, catering, waste management, pest control, and reception services while maintaining high service standards and client satisfaction.

Responsibilities

Coordinate and oversee soft services vendors including cleaning contractors, catering suppliers, waste management providers and building management.
Monitor service quality through regular inspections and ensure compliance with service level agreements.
Address service deficiencies promptly and implement corrective actions to maintain consistent standards across all facilities.
Serve as primary point of contact for services vendors, managing relationships and ensuring contractual obligations are met.
Coordinate vendor schedules, access requirements, and service delivery times to minimize disruption to building operations.
Review invoices for accuracy and process payments in accordance with approved budgets and procurement procedures.
Conduct regular facility walkthroughs and inspections to assess cleanliness standards, waste disposal efficiency, and overall facility presentation.
Document findings, track corrective actions, and maintain quality assurance records.
Implement continuous improvement initiatives to enhance service delivery and occupant satisfaction.
Ensure all soft services operations comply with health and safety regulations, environmental standards, and company policies.
Maintain current knowledge of relevant legislation including waste management requirements, cleaning product safety, and food hygiene standards.
Coordinate safety training for vendor personnel.
Respond to occupant requests, complaints, and feedback regarding soft services in a timely and professional manner.
Build positive relationships with clients, understanding their needs and expectations.
Communicate service schedules, disruptions, or changes effectively to minimize impact on daily operations.
Monitor soft services expenditures against approved budgets, identifying cost-saving opportunities while maintaining service quality.
Prepare budget forecasts and variance reports.
Review and validate vendor invoices before processing for payment.
Recommend efficiency improvements and cost-effective service delivery alternatives.
Maintain comprehensive records of service schedules, inspection results, vendor performance, incident reports, and occupant feedback.
Prepare regular reports on soft services performance, key metrics, and service delivery trends for management review.
Utilize facility management systems to track work orders and service requests.

Requirements

2-3 years experience in facilities operations or similar field.
Great vendor management skills.
Superior customer service skills and a strong orientation to provide exceptional JLL customer experience.
Ability to maintain professionalism under stressful situations.
Ability to plan and manage work under time constraints.
Ability to multitask and work without direct supervision.
Strong written, verbal and people skills.
Strong organizational skills and collaborative style.
Capability of customizing administrative reports.
Experience using facilities ticketing tools.
General computer skills.
Can-do attitude and the ability to solve a wide variety of problems creatively and quickly.
Fluency in local language and English.

Skills

Google suite
Excel
Jira
Slack

Location

On-site – Tokyo, Japan

Work Type

On-site

Experience Level

2-3 years

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.