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About the Role
Supervise the on-site team, including the Facilities Help Desk and vendors. Maintain a high standard of customer service and ensure compliance with all operational frameworks established by the client.
Responsibilities
- Perform vendor management, including quality control checks, work management, cost analysis, contract administration, and purchase orders.
- Ensure timely submission of vendor invoices to the Finance team and on-time payments.
- Manage day-to-day vendor operations and ensure timely dispatch of vendors for facilities-related requests within SLA response times.
- Prevent critical equipment downtime and escalated customer complaints.
- Coordinate with vendors for pantry and vending-machine product stocking.
- Coordinate with vendors to prevent shortages of consumable supplies.
- Support the preparation of reports and analytical materials.
- Manage on-site communications, including the preparation and distribution of notices, to strengthen coordination and improve facilities service delivery.
- Manage the replenishment of pantry supplies and stationery.
- Support requests related to key loans and air conditioning.
- Create signage.
- Anticipate facilities issues and report preventive actions taken to the Facility Manager.
- Manage locker assignments, releases, and related locker administration.
- Manage seating allocations and workspace assignments.
- Perform other ad hoc duties as assigned.
- Issue and collect security badges and submit access-right requests.
- Create and manage business card accounts.
- Complete all client-specified online and on-site training related to internal tools, policies, and proprietary software.
Requirements
- Ability to work efficiently under pressure.
- A proactive, solution-oriented interpersonal style that combines approachability with appropriate assertiveness.
- Ability to demonstrate initiative and work effectively in a dynamic team environment with frequent change and movement.
- Excellent time-management skills and the ability to manage multiple tasks simultaneously.
- A service-oriented mindset and strong sense of urgency, with an approachable and supportive manner, a drive to achieve, and a positive attitude.
- Proficiency in spoken and written English (TOEIC score of 600 or above).
- Experience using Microsoft Outlook, Excel, and Word.
- Excellent written and verbal communication skills.
- Strong relationship-building skills.
- At least three years of administrative experience in areas such as general affairs, secretarial support, assistant roles, concierge services, or hospitality-related work.
Skills
- Vendor Management
- Customer Service
- Microsoft Outlook
- Microsoft Excel
- Microsoft Word
- Communication Skills
- Relationship Building
- Time Management
- People Management
Location
- Tokyo, Japan
Work Type
- On-site
Experience Level
- 3+ years of administrative experience
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.