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About the Role

The Assistant Facilities Manager will manage the day-to-day client activities for the assigned property/facility and serve as the on-site key point of contact for stakeholders and/or clients. This role assumes responsibility for site budgets, accounting, finance, maintenance, operations, emergency preparedness, health, safety, security, contract services, procurement, occupancy services, and event management.

Responsibilities

Proactively engage stakeholders to ensure on-site client expectations are met.
Build and develop effective client/stakeholder relationships across multiple organizational levels.
Serve as the on-site key point of contact for Facilities within the client's premises.
Organize events and team-building sessions for the client.
Coordinate local and international courier services.
Ensure vendors are well-managed, delivering services on time and within budget.
Ensure vendor procurement processes comply with client procurement guidelines and Jones Lang LaSalle best practices.
Plan and manage all contracts to ensure professional delivery at the right costs.
Monitor contract expirations and initiate re-procurement as needed.
Continuously assess contracts to deliver best value to the client.
Actively work to ensure site financial operations meet or exceed targets and control requirements, adhering to the Jones Lang LaSalle Code of Ethics.
Ensure financial processes are consistently followed.
Create Purchase Orders and submit invoices for payments on behalf of JLL and the client.
Perform Budget Planning.
Prepare vendor payment data monthly to ensure timely vendor payments.
Prepare and share monthly accruals for both client and JLL with the respective finance teams.
Approve vendor invoices on CAAP's and JLL invoices on JD, maintaining a track record.
Ensure the provision of a safe working environment.
Ensure compliance with statutory regulations on fire, health, and safety standards.
Support the security team to ensure a safe environment.
Ensure evacuation plans and floor plans are available on the notice board for emergencies.
Recommend continuous quality improvement practices and implement Industry Best Practice operations.
Implement and maintain building procedures and performance measures.
Review existing operations regularly to reduce costs and improve operational standards.
Provide 24/7 emergency call support.
Monitor the Work Order Ticketing System and implement actions and follow-ups.
Ensure the office is in good condition with regular repair and maintenance.
Arrange weekly lunches and snacks for employees.
Support the AV team to ensure AV equipment is functioning properly.
Provide on-site support for outsourced maintenance work.
Support the IT team with asset shifting, packing, and installation.
Ensure a property risk management program, including audits, is implemented and maintained.
Ensure disaster recovery and business continuity plans are implemented and maintained.
Ensure escalation procedures and incident reporting procedures are implemented and in place.
Assist in developing guidelines and strategies to ensure compliance with Jones Lang LaSalle's business conduct.
Upload sustainability data into relevant systems monthly.
Submit PowerPoint decks to Regional Support for quarterly updates.
Prepare and share the monthly JLL finance report.

Requirements

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.

Location

Tokyo, Japan

Work Type

On-site
Full-time

Salary/Compensations

Overtime pay available (fixed overtime allowance included in basic annual salary, equivalent to 30 hours per month for non-managerial positions)
Performance-related bonuses available

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 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 is for the purposes of processing in connection with JLL’s recruitment process.
We endeavor to keep your personal information secure with an appropriate level of security and keep it 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.