Facilities Coordinator @ TokyoHQ-3

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.

Employee and Occupancy Data Management

• Accurately reflect employee information updates in the Name List and related lists.
• Review APAC Occupancy Reports and submit the data by the specified deadlines.
• Confirm the information required for the annual occupancy survey with relevant departments and prepare the report materials.

Facilities, Space, and Project Management

• Conduct facility inspections and assessments to confirm that operating procedures and performance standards are maintained.
• Support space management, the creation and updating of related documents, and energy management reporting.
• Coordinate planning, scheduling, and vendor arrangements for small projects.
• Coordinate with relevant vendors regarding waste management and other facility-related requests.

Purchasing, Payment, Budget, and KPI Management

• Process invoices in client and JLL systems accurately and on time in accordance with financial requirements.
• Issue and track purchase orders (POs) and complete related administrative tasks.
• Verify the consistency and accuracy of transactions and coordinate with internal contacts and vendors as needed.
• Manage annual quotation, ordering, invoicing, and payment schedules to ensure timely processing.
• Register and track work orders in accordance with KPI requirements.

Periodic Reporting and Records Management

• Prepare periodic reports, including access records for the medical device warehouse and pest control inspection reports, and submit them to the designated recipients.
• Properly maintain supporting evidence, procedures, related files, and reference links for each activity.
• Understand the confidentiality of personal information, access records, invoice information, and other sensitive data, and handle them appropriately.

Facility and User Support

• Work with BM and LL to maintain the workplace environment and respond to issues and emergencies.
• Manage consumables, amenities, office supplies, keys, and equipment.
• Update operating manuals, portal sites, notices, and digital signage content.
• Build relationships with key users and respond promptly and appropriately to various requests.
• Manage massage room reservations, maintain the user environment, support service staff, and arrange cleaning.
• Receive, record, store, and return lost property in accordance with established procedures.
• Conduct weekly office patrols, identify maintenance, safety, and appearance issues, and coordinate follow-up with relevant parties.
• Handle applications and inquiries related to digital signage, posters, and other user requests.

Vendor Management and Operational Improvement

• Monitor and inspect the work of on-site vendors and support service delivery in accordance with established quality standards.
• Adopt industry best practices and promote standardization and continuous operational improvement.

[Place of Work]

Location: Within Tokyo’s 23 wards

[Working Hours and Days Off]

Working hours are based on the client’s timetable

Generally based on working from the office

Days off: Two days off per week (Saturday and Sunday), public holidays, and the year-end and New Year period

【Salary】

Overtime pay: Available. A fixed overtime allowance is included in the basic annual salary (equivalent to 30 hours per month) *For non-managerial positions

Bonuses: Available (performance-related bonuses)

Probationary period: Yes

【Number of Vacancies】 1

【Selection Process】

1. Application screening

2. Interviews (several rounds planned)

3. Final interview

Location:

On-site –Chiyoda-ku, Tokyo, Japan

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

JLL Privacy Notice

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.

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 [email protected]. 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.