Facility Coordinator

Location: Tokyo, Japan. The Facility Coordinator will assist the Senior Facilities Manager/Assistant Facilities Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies. The Facility Coordinator is also required to provide administrative support to the Office team and onsite JLL technical support teams.

Responsibilities

Assist the Senior Facilities Manager/Assistant Facilities Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies; Provide administrative support to the Office team and onsite JLL technical support teams; Provide superior customer service to meet on-site client’s expectations; Use the JLL Corrigo Work order (WO) Management systems to coordinate and manage work order requests; Promptly respond to WO requests and communicate with client & resident stakeholders; Create and close out WO in a timely manner, assign vendors to WO, NTE requests, issue Purchase orders to vendors; Monitor Corrigo WO dashboard to ensure no overdue WO; Assist in the management of contractors on site and procurement of vendors and services; Perform vendor management of maintenance providers, onboarding, vendor registration and compliance using the ARAVO system; Assist SFM & AFM in financial processes; Submit and verify invoices; Coordinate with finance teams to resolve billing discrepancies; Ensure prompt and accurate management of purchase orders (JDE); Assist in the implementation of Industry Best Practice operations; Supervise vendors and contractors; Maintain premises and key registers; Manage timely completion of PPM and reactive maintenance; Assist FM team in implementation and management of property risk management program; Support disaster recovering and business continuity plans, crisis action plans; Follow escalation and incident reporting procedures; Achieve Key Performance Indicators and Service Level Agreement targets

Requirements

Enjoy working in and contribute to a close supportive team & fun environment; Have solid problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively; Native Japanese or NV1 level - Conversational level English, written and spoken; Strong understanding of Microsoft suite, Excel, Word, Powerpoint, etc.; Has the ability to effectively deal with busy situations; Be able to work independently; Be self-motivated, confident and energetic; Be flexible – able to adapt to rapidly changing situations; Be goal-oriented – able to focus on meeting all performance targets; Be a strong communicator – good presentation skills and possesses strong verbal & written communication skills (Japanese & English), also an active listener; Exhibit honesty and trustworthiness; Must be able to obtain and maintain the security clearance level DFAT nominates for this position (at a minimum will be clear JLL and local police checks); Prior experience in facilities services, property management, or hotel and hospitality or related fields; Understanding of occupational health and safety requirements; An interest in facilities management and vendor management for specialised services; Proven experience working with limited supervision

Nice to have

Experience or an interest in Hard Services and basic technical aspects of property (HVAC, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) would be an advantage