Facilities Coordinator

The Facilities Coordinator (FC) will be part of the Facilities Management team and support workplace operations across Shinagawa HQ, Osaka, Sagamihara, Tokyo, and Sapporo offices. This role oversees the Service Desk team and Mail Room operations in Shinagawa HQ, Osaka, and Sagamihara, while also providing remote support to other office locations. This role requires excellent organizational skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate demonstrates a customer-focused mindset, proactive problem-solving ability, hospitality-oriented service, vendor management capability, and operational flexibility. Place of work: within Tokyo's 23 wards. Working hours are based on the client's timetable. Generally based on working from the office. Probationary period: Yes. Number of vacancies: 1. Reports to: Assistant Facilities Manager. Selection process: Application screening; Interviews (several rounds planned); Final interview.

Responsibilities

Support daily Service Desk operations and maintain high service standards; Coordinate internal requests and ensure timely follow-up and resolution; Provide operational support and guidance to team members as needed; Raise POs, manage payment processes and due date tracking, and support budget management in SAP; Order and replenish office supplies and business cards; Conduct daily office inspections; Manage coffee machines and tea dispensers; Support receptionist-related services and workplace operations; Manage security badges and building access cards; Coordinate with building management and security teams when necessary; Provide comprehensive support for Mail Room operations to ensure timely and efficient service; Maintain shipment and delivery data management records; Coordinate with courier vendors and manage vendor relationships; Manage vendor relationships and monitor service quality; Deliver concierge-style support with local expertise and hospitality; Coordinate transportation requests for visitors and employees; Receive and process incoming work order requests; Track and follow up on facilities-related tickets; Process vendor invoices associated with work orders; Manage office assets across supported locations; Participate in facilities-related projects, including after-hours or weekend work when required; Serve as primary point of contact for facilities-related inquiries and requests; Perform tasks assigned by the Assistant Facilities Manager; Act as backup for the Assistant Facilities Manager during absences; Support local stakeholders on IFM-related follow-ups

Requirements

Minimum 3 years of experience in General Affairs (GA) and/or Facilities Management; Diploma or degree from an accredited institution; Proficiency in Microsoft Word, Excel, and PowerPoint; Strong prioritization and time management skills; Ability to work under tight schedules while maintaining high-quality output; Strong communication skills in both Japanese and English; Professional, approachable, and service-oriented personality; Strong teamwork and stakeholder management skills; Flexible and proactive attitude toward workplace support operations

Nice to have

Experience with SAP and facilities/work order management systems

Benefits

Overtime pay available; Fixed overtime allowance included in basic annual salary (equivalent to 30 hours per month) for non-managerial positions; Performance-related bonuses available; Two days off per week (Saturday and Sunday), public holidays, and year-end and New Year period