Facilities Coordinator @ TokyoHQ-3
JLLJLL 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 involves accurately reflecting employee information updates in the Name List and related lists, reviewing APAC Occupancy Reports and submitting the data by the specified deadlines, confirming the information required for the annual occupancy survey with relevant departments, and preparing the report materials. Facilities, Space, and Project Management includes conducting facility inspections and assessments to confirm that operating procedures and performance standards are maintained, supporting space management, creating and updating related documents, and energy management reporting, coordinating planning, scheduling, and vendor arrangements for small projects, and coordinating with relevant vendors regarding waste management and other facility-related requests. Purchasing, Payment, Budget, and KPI Management requires processing invoices in client and JLL systems accurately and on time in accordance with financial requirements, issuing and tracking purchase orders (POs) and completing related administrative tasks, verifying the consistency and accuracy of transactions and coordinating with internal contacts and vendors as needed, managing annual quotation, ordering, invoicing, and payment schedules to ensure timely processing, and registering and tracking work orders in accordance with KPI requirements. Periodic Reporting and Records Management involves preparing periodic reports, including access records for the medical device warehouse and pest control inspection reports, and submitting them to the designated recipients, properly maintaining supporting evidence, procedures, related files, and reference links for each activity, and understanding the confidentiality of personal information, access records, invoice information, and other sensitive data, and handling them appropriately. Facility and User Support includes working with BM and LL to maintain the workplace environment and respond to issues and emergencies, managing consumables, amenities, office supplies, keys, and equipment, updating operating manuals, portal sites, notices, and digital signage content, building relationships with key users and responding promptly and appropriately to various requests, managing massage room reservations, maintaining the user environment, supporting service staff, and arranging cleaning, receiving, recording, storing, and returning lost property in accordance with established procedures, conducting weekly office patrols, identifying maintenance, safety, and appearance issues, and coordinating follow-up with relevant parties, and handling applications and inquiries related to digital signage, posters, and other user requests. Vendor Management and Operational Improvement involves monitoring and inspecting the work of on-site vendors and supporting service delivery in accordance with established quality standards, adopting industry best practices, and promoting standardization and continuous operational improvement. The place of work is located within Tokyo’s 23 wards. Working hours are based on the client’s timetable, generally based on working from the office. Days off include two days off per week (Saturday and Sunday), public holidays, and the year-end and New Year period.
EN: BusinessJP: Business
IHG Hotels & Resorts
