Facility Coordinator IT American multinational computer technology company at Tokyo

JLL empowers you to shape a brighter way.

Our people at JLL and JLL Technologies 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 youve got deep experience in commercial real estate skilled trades or technology or youre looking to apply your relevant experience to a new industry join our team as we help shape a brighter way forward.

Perform the following individual tasks and provide support to your manager

Supporting the daily work of clients and users as well as the work of the team.

Job Description Summary

• Overview of Individual Work task covers the execution and management of operations related to the following contracted services. This position is focused

-FIN service support-

Regional reporting support

• Quarterly outlook submission
• 2H reforecast for Budget submission
• OPEX tracker Smartsheet update
• Respond to questions from regional finance team regarding budgets costs and variances

Input processing work to Ariba/FSR (clients internal accounting system)

• Creation and processing of invoices/purchase orders
• Opex / Capex management operations
• General operational support related to budget and accounting data.
• Vendor registration into accounting system and update data
• Issuing client invoice to the vendor

Input processing work to Corrigo JDE (JLLs internal accounting system)

• Creation and processing of invoices/purchase orders
• Vendor registration into accounting system and update data
• Creation of quotation

Utility data Reporting

• Monthly utility data report
• Quarterly variance reporting
• Support to annual audit

Contract Management

• Legal review / Application for Stamping (including Client / JLL)
• Contract update at Jaggaer (JLLs internal procurement system)

Sustainability

• Attend Eco-champion meeting
• Gathering data for sustainability program managers request

Support JLLs internal operation (Compliance)

• Support audits (J-CAP ISMS) (Improvement of issues pointed out)
• Participation in training programs
• Participation in Region-led activities

HX Human ExperienceService -Community manager-

• Ensure seamless consistent level of service to customer & guest including support both experience and soft services (integration)
• Point of contact and face of the site enhancing through community engagement with employees
• Strategic role to help craft of the human experience program
• Regional reporting on implemented programs
• Create a comfortable welcoming and hospitable experience for employees and their guest
• Provide personable and efficient visitor registration services
• Support with events and community engagement at the workplace

General affairs

• Support for internal procedures related to the conclusion of new or renewal contracts (as needed)
• Procedures for purchasing equipment and supplies obtaining quotations etc. (on a timely basis)
• Management of internal client postings (as needed)
• Client internal newsletter distribution
• Management internet site for facilities
• Acquisition and input of utility data etc.
• Information sharing within the team etc.

Helpdesk Support

• Ticket processing from users raised in Corrigo (confirmation response and completion of requests)

• In-house system management

CorrigoPPMdata management

• Management of work orders (various tasks) managed within Corrigo

BAU Support

• Execution of main responsibilities
• Respond to requests from superiors and provide support
• In branch offices and branches where no JLL resident is available support for maintenance and other operations is provided in cooperation with customers.

Building Maintenance / Vendor Management

• Management of sub-contractors
• Contacting the vendor manager in case of problems
• Management of facility related contracts (negotiation of amounts signing of contracts budget of requests)
• Construction Management
• Hear requests from employees and on-site Confirmation / Request for quotation from necessary contractors (negotiate the amount) / Apply for construction approval from the client / Coordination of construction schedule / Implement the construction work (with attendance on weekends) / Processing of invoices

Support for security operations

• Management of building cards at each base (issue new cards/reissue lost cards/add/delete access privileges/request deletion of retiree cards)
• Coordination with clients security team (sharing of various work schedules etc.)

• Working hours9001730 (on-site)
• HolidaySaturdays Sundays national holidays and other days according to the clients calendar.

Work on holidays may be required depending on the work but it is possible to take a day off in lieu of work.

• Basic PC skills: Microsoft Office (Outlook Excel Word PowerPoint) Other tools (Teams Zoom etc.)
• Required experience / Skills

• Experience in facility and general affairs related work in a Japanese or foreign-affiliated company.

Experience in customer service sales other industries is also acceptable even if you have no experience in the real estate industry.

• Communication skills: Able to communicate smoothly with stakeholders (team clients and related vendors users)
• Japanese (business level) English (daily conversation level / ability to write and read English documents) Ability to exchange e-mails with Region or no resistance with English
• Able to think independently and take responsibility for the execution of tasks

• Ideal candidate profile:

We are recruiting for the purpose of strengthening our future operational foundation and human resource development. Those who already have experience in the business can further improve their expertise and create opportunities for their own careers and growth. We also offer a full range of educational content for those with potential who have no experience in the industry so you will be able to work with discretion.

• Dedicated and considerate of others / Strive to achieve their own goals and objectives
• Ability to work hard to achieve ones own goals and objectives
• Listening / Be open to opinions / Always willing to incorporate the good
• Positive attitude toward personal and team growth
• Logical thinking / Be able to think about Why

Employment Type: Contract Employee
Work Location: Otemachi Tokyo
Smoking Policy: No smoking on premises (designated smoking areas available)

Working Hours: 9:00 AM to 6:00 PM (hours may vary when working at client sites)
Flexible Work Hours: Core hours apply
Remote Work: On-site attendance required (Remote work requests require consultation)
Holidays: Two days off per week (Follows Japanese calendar)
Base Annual Salary:-
(The above is an estimate only; the final amount will be determined after the interview based on skills and communication abilities)
Overtime Pay: Included. Fixed overtime pay (equivalent to 30 hours per month) is included in the base annual salary.

Number of Openings: 1

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!

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 JLLs 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.

For candidates in the United States please see a full copy of our Equal Employment Opportunity policy here.

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 . 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.