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About the Role

The Assistant Facilities Manager will be the lead member of the JLL Management Team on the client site, responsible for delivering contracted facility management services. This involves regular communication with the client, site employees, and vendors to manage service delivery and ensure exceptional customer and facility management services. Building strong relationships and communication between all stakeholders is key to success.

Responsibilities

Facilitate and manage the delivery of contracted FM services as required by the Client.
Ensuring a great customer experience is delivered all the time.
Able to work closely with client in a ‘blended’ approach where roles and tasks may interchange.
Hands-on manager with combined transactional and managerial responsibilities such as service desk handling and work tracking while managing and monitoring your team.
Manage the day-to-day delivery of all services to ensure a faultless environment for our Customers.
Ensure your team is fully informed about operational updates, processes and account objectives.
Continuous improvement to processes and procedures based on any challenges/opportunities arising on site. Encourage the team to be engaged in improvement opportunities.
Management, monitoring and reporting on the operational performance of the contract, including operational delivery of planned and reactive works.
Actively seek opportunities for additional scope and responsibilities to enhance our services and provide further value.
Work with appointed vendors in delivering the appropriate services to the client, meeting expectations and carried out on schedule.
Monitor and coordinate vendors to ensure work is carried out in a compliant and safe manner.
Ensure payments are done on time, also manage vendors so that they invoice on time.
Carry out a regular review of routine vendors performance and seek improvement opportunities.
Obtain quotations for any potential adhoc work in accordance to JLL procurement guidelines.
Ensure no outstanding amount or any payment issue. Preparation of PRs for client approval, tracking savings and variance in all monthly finance reporting.
Ensuring full statutory and operational compliance is achieved in line with contract KPI’s.
Ensure escalation procedures and incident reporting procedures are implemented and maintained. Adhere to Jones Lang LaSalle and Client's code of conduct; ensuring compliance with the firms' guidelines, procedures and strategies.
Promote and support a first class and professional reception and meeting room service.
Ensure the team adhere to all the procedures as described in the procedural standards manual.
Ensure the reception area and meeting rooms are tidy and ready for any scheduled activity.
Customers are given a prompt and efficient service and expectations are consistently exceeded.
To regularly monitor customer feedback and produce an appropriate action plan based on the results.
To maintain an effective business relationship with the client by understanding their needs and transferring these into the location.
To ensure the team works in safe manner and are aware of Hygiene, Health and Safety policies and procedures and Fire Regulations.
To record and report all accidents within the location adhering to location and company procedures.
To monitor and track all health and safety equipment is well maintained and is in good working order.
To attend all local management meetings as required. Also attend any company meetings as required.
To take responsibility for contributing towards your own development with the guidance of the line manager and attending training courses as identified.
To show commitment to company values in all aspects of your role.
To act as a positive ambassador for the business.
To attend to any reasonable request made by the client or JLL or Client Management.

Requirements

Minimum 5 years’ experience in facility management including managing staff, operations and financial management (engineering is out of scope).
Comfortable with hands-on direct execution supporting daily routine tasks.
Passionate about customer experience and have managed helpdesk, vendors and administrative tasks.
Good level of written and oral communication in English and Japanese.
Good interpersonal skills to build relationships with clients and related parties.
Flexible and proactive with the ability to execute and prioritise multiple tasks.
High attention to detail and a problem solver.
Team player.
Good working knowledge of office software.
Proven track record of achievement.

Skills

Customer service
Facility management
Operations management
Financial management
Helpdesk management
Vendor management
Administrative tasks
English communication
Japanese communication
Interpersonal skills
Prioritization
Problem-solving
Teamwork
Office software proficiency

Location

On-site – Tokyo, Japan

Work Type

On-site

Experience Level

Minimum 5 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.