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.

Job Purpose:

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.

Key Responsibilities

Vendor Management (quality control checks, work management, cost analysis, contract administration, and purchase orders)

• Ensure that vendor invoices are submitted to the Finance team on time and that payments are made by the due dates.
• Manage day-to-day vendor operations and ensure that the required vendors are dispatched for facilities-related requests within SLA response times. Prevent critical equipment downtime and escalated customer complaints.
• Coordinate with vendors to ensure that pantry and vending-machine products are always fully stocked.
• Coordinate with vendors to prevent shortages of consumable supplies.
• Support the preparation of reports and analytical materials.

Help Desk Operations

• Manage on-site communications, including the preparation and distribution of all notices, with a focus on strengthening coordination across locations and improving 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 from time to time according to business requirements.
• 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, including policies and proprietary software.
• Perform other ad hoc duties as assigned from time to time according to business requirements.

Required Competencies:

• 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. 

Qualifications and Experience

• 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. 

Preferred Skills

• Experience working for a multinational company.
• People-management experience.
• Experience working in a facilities department or for an outsourcing company that provides facilities management services. 

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.