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 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.   

Job Summary

The Facilities 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.

You’re 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:

· 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.

· Cross-train 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 Client’s 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.

· Assist with quarterly facilities budgets.

· Manage facilities work order tools such as CMMS.

Food and Beverage

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

· Manage operations such as team off-sites/team building events, and client/user requests.

· 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.

· Conduct specific audits of F&B kitchens and pantries on a regular basis, including planned preventive maintenance (PPM).

· Ensure vendors are properly ordering and replenishing F&B supplies and manage their budgets.

· Receive deliveries and stock pantries as required.

· Maintain and manage kitchen and pantry equipment, including coffee machines, to ensure proper functionality and use.

· Comply with all health and safety regulations related to F&B operations.

· Timely update senior and client points of contact (POC) on all positive and negative incidents pertaining to food and beverage service operations.

Mail Support

· Sort and collate mail.

· Dispose of junk mail.

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

· Resolve issues with incorrect, returned mail.

· Receive outgoing mail and apply correct postage.

· Arrange for pickup of outgoing mail.

· Stamp mail with postage meters.

· Fold letters, circulars or other documents and insert into envelopes for distribution.

· Record registered mail.

Event Support

· Pack up and set down of client events including conferences.

· Coordinate vendors to provide additional event services.

· Receive, set up and breakdown food deliveries.

· Manage room bookings as required.

· Support events as required.

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

· Responsible for supporting the account team, overseeing proper system use and configuration to meet internal and client objectives.

· Manage the JLL Corrigo work order process, systems and associated data continuity, as it specifically relates to central and facility management/reporting and maximizing Corrigo capability.

· Manage operations to mitigate operational risk.

· 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 (ranging from General Contractors to Furniture vendors to Pest Control).

· Assist in meeting or exceeding Site KPIs

· Be prepared to cover responsibilities during team vacations and as attendance increases for team or company events.

· Occasionally be on-call for weekend/evening/morning facilities projects and emergencies.

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

· Partner with teams to develop and share best practice.

· Provide remote support as needed (Example of duties: invoice review/processing, CMMS management, vendor performance, other administrative tasks).

· Be responsible for answering, monitoring, and closing office work orders and tickets in a timely manner.

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 don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

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