Facilities Coordinator/東京勤務

大手金融機関や大手IT企業の施設管理業務を中心としたクライアントサポートを担っていただきます。

Overall Role
The Facilities Coordinator will be responsible for routine maintenance, PPM support, project support and finance management for financial company in open and engaging relationship with clients and our JLL regional team. You will be also responsible for daily site check for major local IT company for their satellite office.

 　◇Routine Activities Job

• Visual inspection of office lighting conditions. Arrange BMO or vendor to replace lighting tubes or ballasts when necessary
• Attend the user's complaint and requests in regard to facilities issues. (e.g., air conditioner temperature adjustment, monitor cleaner/ pantry lad’s performance, joint with BMO inspection etc.
• Escort Weekend Desktop Cleaning every Sunday morning, from 10:30 am (JST) to 11:30 am (JST). Take responsibility for adjusting the work schedule with building cleaning vendor in advance, reporting the work status to WF clients and JLL region team
• Regular check of Covid-19 consumable stock such as masks, alcohol wet tissue, finger sanitizer machine and chemical solution etc. and do weekly reports to the JLL region leader
• Check with local LOB representatives for comment on the facilities (e.g., any FM related issues, comment on vendor performance)
• Regular meetings with LOB, Account Manager, JLL APAC leader. Sometimes attend meetings with the US Project team, WF US team, WF HK Security team and WF Tokyo IT team
• Escort regular building maintenance, inspection work of Building Management Office (BMO). Build a good relationship with BMO and contact the team to fix the broken parts in the office when any problem happens
• Submit Permit arrangement to BMO (e.g. work permit, access approval request etc.)
• Attend Monthly APAC Finance meeting with the WF US Finance team and give some instructive advice to PO and GR issues

　◇Preventive Maintenance Management

• Operation management of various equipment such as electrical equipment, security equipment, crime prevention equipment etc
• Management of the progress of office inspection, cleaning, maintenance, repair etc.
• Support and management of annual, bi-annual, quarterly and monthly maintenance of equipment
• Support for ad hoc work from the client side
• Emergency response such as power outage. Responsible for emergency response in the event of trespassing, fire, earthquake, accident, etc. in the office
• Coordinate with the site lead and bring to their notice any deviation in the parameters of any of the electro-mechanical functioning of the equipment, however small it may be
• Coordinate, supervise and escort all vendors for timely completion of any planned maintenance activities
• Check and review the service reports submitted by vendors for any M&E work and highlight any deviation from the standard thereof
• Negotiate with the vendor about the Annual PM schedule and make sure all of the work can be completed without problem
• Require vendors to provide PM related quotations when some risk of equipment was found. Translate the quotation from Japanese to English and then submit it to the JLL region leader for approvals

　◇Vendor Management

• Good communication includes proposals, estimation and negotiations regarding facility management for business partners
• Selection of specialized companies for equipment management, security, planting, cleaning, reception, etc.
• In charge of signing and managing contracts with vendors
• Vendor performance and motivation management. Arrange annual vendor training

　◇Project Management and Construction Management

• In collaboration with worldwide project managers to make project progress smoothly. Responsible for checking project contents, sharing local information, finalizing work schedule, etc.
• Explanation of the purpose of the project, approval and acquisition of cooperation for local corporations in Japan
• Negotiation of construction contents, schedule adjustment, order arrangement with selected vendors and building management companies. Responsible for providing local support and processing invoices
• Good problem-solving skills when a problem arises in a project

　◇Finance and Procurement

• Raising PO, GR and processing vendor invoices.
• Arrange Corrigo Pro training for vendors in the local language.
• Raise and close off WOs in Corrigo
• Vendor contract renewal
• In charge of new vendor register in JDE system
• Check with the JDE team about invoice problems, payment problems etc.
• Annual budget management and vendor invoice processing for APAC Finance team.

Knowledge and Skills Required

• 語学力：英語、日本語流暢レベル以上、中国語スキルがあれば尚可
  　Fluent in English and Japanese, both writing and speaking. Fluent in Mandarin is a plus
• 施設管理業の経験
  Has basic experience working in facilities management services
• 施設・建物における基本的な技術的知見（コンピューター室空調、チラーシステム、防火システム、機械・電気システム、BMSシステム）
  Has an understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system)