Facility Coordinator

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.

What this job involves –

The Facility Coordinator will assist the Senior Facilities Manager/Assistant Facilities Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies. The Facility Coordinator is also required to provide administrative support to the Office team and onsite JLL technical support teams.

Sound like you? To apply you need to:

• Enjoy working in and contribute to a close supportive team & fun environment.
• Have solid problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively;
• Native Japanese or NV1 level - Conversational level English, written and spoken.
• Strong understanding of Microsoft suite , Excel, Word, Powerpoint, etc.
• Has the ability to effectively deal with busy situations;
• Be able to work independently;
• Be Self-motivated, confident and energetic;
• Be Flexible – able to adapt to rapidly changing situations;
• Be Goal-oriented – able to focus on meeting all performance targets;
• Be a Strong communicator – good presentation skills and possesses strong verbal & written communication skills (Japanese & English ); also, an active listener;
• Exhibit honesty and trustworthiness.

Performance objectives

 Client/Stakeholder Management

• Provide superior customer service to meet on-site client’s expectations

Work Order Management:   

• Using the JLL Corrigo Work order (WO) Management systems to coordinate and manage work order requests.
• Promptly respond to WO requests and communicating with client & resident stakeholders for access to offices and apartments for team attendance.
• Creating & closing out WO in a timely manner, assigning vendors to WO, NTE requests, issuing Purchase orders to vendors for works.
• Monitor Corrigo WO dashboard to ensure no overdue WO

Procurement & Vendor Management

• Assist in the management of all contractors on site to ensure they perform to the required standards.
• Assist in the procurement of vendors and services as required.
• Vendor Management of maintenance providers, onboarding, vendor registration and compliance using the ARAVO system, meetings, site inspections, vendor supervision.

Finance Management

• Assist SFM & AFM in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner;
• Assist to submit and verify invoices for accuracy, proper coding, and authorization before submission for payment. Coordinate with Onsite FM team, and finance teams to resolve billing discrepancies and ensure timely payment processing.
• Ensure prompt and accurate management of purchase orders (JDE).

Health & Safety Management

• This role has the responsibility and duty of care to work safely, taking reasonable care to protect their own health and safety and that of fellow workers, contractors and visitors ensuring they comply with the requirements of the health and safety guidelines, policies and rules;

Site Operations Management

• Assist in the implementation of Industry Best Practice operations;
• Supervision of vendors and contractors while working onsite as required by the post security policies.
• Always maintain premises in neat and good working condition;
• Maintain key registers in good order.
• Assist SFM, AFM and onsite JLL technical team to manage and coordinate timely completion of PPM (hard services) and Reactive maintenance requests and activities.

 

Risk Management

• Assist the FM team in the implementation and management of property risk management program;
• Support FM team and Client with the implementation and monitoring of disaster recovering and business continuity plans (BCP), Crisis action plans (CAP);
• Follow established escalation procedures and incident reporting procedures;
• Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies.
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Achieve Key Performance Indicators and Service Level Agreement targets

• Key skills

Team First Mindset

• Able to cooperate and work well with others to meet targets;
• Support the team effectively as and when needed;
• Adaptable to quick changing situations and needs as require.
• Ability to commit to accurate execution while complying with firm’s procedures and standards.

Office Management & Organisational Skills

• Proven ability & flexibility to manage multiple operational matters daily;
• Strong understanding of Microsoft suite programs, Excel, Word, Powerpoint, etc
• Demonstrates ability to prioritise and manage the completion of tasks in an efficient and timely manner, strong administration skills, multi-tasking.

Client Focus & Relationship Management

• Able to interact with all levels of DFAT, diplomatic staff, compound residents and vendors confidently and with ease;
• Ability to manage conflict and conflicting priorities;
• Demonstrates ability to work with vendors to deliver efficient services;
• Demonstrates proactive & professional approach to customer service;
• Has a customer-oriented attitude.

Security Clearance

• Must be able to obtain and maintain the security clearance level DFAT nominates for this position (at a minimum will be clear JLL and local police checks).

Employee specification

• Prior experience in facilities services, property management, or hotel and hospitality or related fields;
• Language: Native Japanese- Conversational level English.
• Strong understanding of Microsoft suite, Excel, Word, Powerpoint, etc.
• Understanding of occupational health and safety requirements.
• An interest in facilities management and vendor management for specialised services;
• Experience or an interest in Hard Services and basic technical aspects of property (HVAC, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) would be an advantage.
• Proven experience working with limited supervision.

 

Working Conditions

This position operates in a fun and professional office environment at a unique high-profile site with standard business hours, though occasional flexibility may be required to accommodate work demands or different time zones for meetings.

Weekend (Saturday) attendance for annual power down maintenance once a year.

Public holidays will vary from the traditional Japanese & JLL calendar. There is a combination of Japan and Australian Public Holidays.

Location:

On-site –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.

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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.