Facility coordinator (IT company@Yaesu) and Operation suppor

Duties & responsibilities

　ⅰ）Client / Key Stakeholder Management

• Provide superior customer service by clearly understanding client/stakeholder’s requirement and meet their expectations.

　ⅱ）Building Maintenance / Liaison with building management team

• Coordinate the building maintenance schedule with building management team and attend them during the maintenance.
• Share the building maintenance schedule with client.
• Respond to facility issues and arrange for repairing.
• Submit building related request form (carry-in/out notification, admission of maintenance work, etc.)

　ⅲ）PPM Management & ad-hoc maintenance

• Coordinate PPM schedule & ad-hoc maintenance and check if the maintenance is done appropriately.
• Attend the vendor during the maintenance.

　ⅳ）Procurement and Vendor Management

• Manage FM vendors contracted with client and JLL’s subcontractor for monitoring their service quality.
• Subcontractor selection and contract management.

　Ⅴ）Budget & Spend Management/

• Process invoices for payment through JLL’s payment system (JDE) in a timely manner.
• Make sure payments to vendors are made without delay. 
• Translate Rent invoice and submit to JLL finance team for processing.
• Forward invoices addressed to client to the designated vendor for processing.

　Ⅵ）EHS

• Conduct HSE inspection and improve if any defects.
• Respond to queries from regional team (electricity, water consumption, renewable energy, etc.)
• Fire, Life Safety (confirm evacuation drill schedule and submit report after the drill, support Fire & Disaster Prevention Manager)
• Management of disaster kit (inventory, expiration date, replacement and purchasing)

　Ⅶ）Office/Pantry supply

• Order office and pantry supplies to keep the appropriate stock (stationery, water, coffee, wet tissue, sanitizer, copy paper & toner, etc.)
• Replenish pet bottles of water, coffee cartridges and tea bags etc.

　Ⅷ）Business Card printing

• Order business card as per request

　Ⅸ）Flower/Indoor plant supply

• Ensure flower and Indoor plant are well maintained.

　Ⅹ）Housekeeping

• Ensure daily cleaning by the cleaning vendor is done appropriately.

　Ⅺ）Conference room management

• Ensure meeting rooms are clean and tidy (wipe up whiteboard with damp cloth).

　Ⅻ）Help desk

• Respond to facility related requests from users.

 　⒔）Mail Service

• Receive incoming mails/parcels and distribute them to the receivers and support shipment.

 　14）Switchboard services

• Answer incoming calls at mail switchboard number and the reception area.

 　15）Storage

• External storage management (carry-in / carry-out, disposal)

　16）Waste Management / Confidential document disposal

• Arrange disposal of Industrial waste & confidential document with vendors as per request and as necessary.

　17）Signage

• Provide support to install signage in the office as per request

　18）MAC

• Provide support for simple MAC (move, add and changes) with working with region team, vendors and local stakeholders.

　19）Event support

• As per request

　20）Other misc. help requests

• Sending customer flowers/compliments, etc…

About the Client
　Client is a networking system, service and software company. Its headquarter is located in US. Japan office is located near at Tokyo station.

We’re JLL. We’re a professional services and investment management firm specializing in real estate. As a Fortune 500 company, we help real estate owners, occupiers and investors achieve their business ambitions.

JLL Work Dynamics serve an integral role in JLL’s commercial real estate businesses. We are a proven, trusted and long-term real estate service partner for 70+ global, regional, and local clients, and pride ourselves in delivering excellent facilities management services.

Candidate Specification ：施設管理経験必須

• 2年以上の施設管理もしくは総務管理業務経験
• 語学力：英語ビジネスレベル、日本語流暢レベル（会話、読み書きレベル求める）
• PCスキル（Microsoft Excel、Power Point、Wordなど）
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• Minimum 2 year’s experiences in general administration and facility management
• Excellent communication skills (written and verbal) and interpersonal skills
• Business level English and Japanese language skills (spoken and written)
• Ability to work effectively and timely to meet the deadline of assigned tasks.
• Ability to think flexibly and communicate with clients with hospitality.
• PC skills (Microsoft Excel, Power Point, Word, etc.)