Facility Coordinator (HQ)

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Business Title

Facility Coordinator Marunouchi Tokyo

Job Summary

The Facility Coordinator position is responsible for systems administration of a maintenance management system managing a variety of vendors and services ensuring our day-to-day facility operations run smoothly and leading small to medium facilities improvements and refresh projects. Primary duties will include working with the Facility Management team to handle routine facility related operations including creating managing and verifying work orders managing and clearing work order flags (vendor performance) and proficient management / coordination of and with maintenance technicians and 3rd party providers.

Youre a self-starter a cool-under-pressure problem-solver and never hesitate to roll up your sleeves to get the job done.

Beyond the tactical facilities components of this job you also have a special eye for detail and a knack for creative problem solving. You take pride in making our space both beautiful and functional and know how important even the tiniest details are to making a space great.

Facilities:

Manage all the facility equipment office cleanness activities cost vendor guest and office manner everything in the office.

Oversee daily work order review; follow up on work orders to ensure successful service delivery and customer experience.

Respond to any reactive maintenance and repair requirements in a timely manner.

Schedule and manage vendor performance of all Preventative Reactive and Recurring Maintenance activities for assigned properties.

Manage various other vendors as necessary.

Crosstrain in all avenues of Office Experience teamwork (including Logistics and Purchasing Events and Programs etc.)

Maintain liaison with facilities technicians and other management regarding work execution necessity of altering schedules and manpower status.

Manage and maintain facility management tasks as assigned.

Execute and document preventative maintenance processes in your office.

Assist with small facilities refurbishment and improvement projects locally and partner with your office managers to execute and communicate about the work.

Confidently prioritize projects and maintenance issues to ensure work gets resourced and completed in a timely and successful manner.

Maintain a detailed database of Clients operations equipment furniture rules and regulations and work order processes.

Manage and process all facilities related invoices ensuring they are paid in a timely manner.

Document & track all facilities expenditures within your assigned offices.

Manage facilities budgets working with Global finance team.

Manage facilities work order tools such as Corrigo.

Manage and maintain meeting room management tools such as I office signage system vergesence working with IT team

Manage client meeting room maintenance and operation.

Manage vendor staff working as Handyman having good communication and training.

Manage and proceed monthly company event such as happy event for employee.

Manage and understand and manage water and wastewater systems in-house installed sinks water piping routes and leak detection systems.

Food and Beverage

Provide proactive and quality office pantry service operations in compliance with company policies.

Manage operations such as company yearend party monthly event.

Perform administrative catering duties including budget control and procurement.

Support vendor management controls and reporting systems.

Manage all kitchens and pantries at the client site ensuring day-to-day operations are carried out to the highest standards.

Mail Support

Sort mail such as returned letters adjustments bills orders and payments.

Resolve issues with incorrect returned mail.

Arrange parcel box delivery services and interoffice mail between Osaka and Tokyo

Event Support

Pack up and set down of client events.

Coordinate vendors to provide additional event services.

Receive set up and breakdown food deliveries.

Support events by coordinating one on one meeting work as even coordinator.

Communication and Relationship Coordination:

Cultivate and maintain a positive working relationship with client representatives and service providers at each assigned property. Provide accurate and prompt assistance to all customer inquiries and requests with a commitment to maintain a spirit of hospitality.

Act as an interface with the client / sites remotely.

Ensure appropriate and prompt follow up with customers technicians and vendors.

Interface with Vendors including providing direction/information to vendors facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption. Provide Vendor Coaching on Corrigo.

Systems Administrator Duties

Support the development and production of monthly quarterly annual and ad-hoc account reporting. Reports include work order activity scheduled maintenance service level compliance labor reporting project reporting incident reporting and training.

General

Develop ongoing relationships with building management building engineers and service providers

Assist in meeting or exceeding Site KPIs

Develop and leverage positive working relationships with cross-functional teams.

Partner with teams to develop and share best practice.

Skills & Qualifications

2-3 years experience in facilities operations or similar field.

Proven project management experience and prioritization skills.

Great vendor management skills.

Superior customer service skills and a strong orientation to provide exceptional JLL customer experience.

Ability to maintain professionalism under stressful situations.

Ability to plan and manage work under time constraints.

Ability to multitask and work without direct supervision.

Strong written verbal and people skills

Strong organizational skills and collaborative style

Have capability of customizing administrative reports

Experience using facilities ticketing tools.

General computer skills. Google suite Excel Jira and Slack knowledge is a plus.

An appreciation for order with a healthy dose of flexibility.

Excellent independent decision-making skills and obsessive attention to detail.

Can-do attitude and the ability to solve a wide variety of problems creatively and quickly.

Fluency in local language and English.

Location:

On-site Tokyo Japan

If this job description resonates with you we encourage you to apply even if you dont meet all of the requirements. Were interested in getting to know you and what you bring to the table!

Location:

If this job description resonates with you we encourage you to apply even if you dont meet all of the requirements. Were interested in getting to know you and what you bring to the table!

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