Facility Coordinator (SNS company)

Job description

JOB TITLE

Facilities Coordinator

BUSINESS  UNIT

Corporate Solutions

REPORTING TO

Facilities Manager of SNS company Account

LOCATION

Tokyo, Japan ( 東京都港区六本木）

DUTIES & RESPONSIBILITIES

MAJOR RESPONSIBILITIES

·  Client/Stakeholder Management
·  Provide superior customer service to meet on-site client’s expectations
·  Procurement & Vendor Management
·  Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)
·  Assist in the procurement of vendors and services as required for Japan office
·  Track and coordinate vendor contracts and renewal
·  Finance Management
·  Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner across locations
·  Ensure prompt and accurate management of purchase orders in JDE(Purchasing system) across locations
·  Health & Safety Management
·  Conduct regular audits to ensure safety procedures on site are in place and working
·  Assist in carrying out safety procedures when needed
·  Site Operations Management
·  Assist in the implementation of Industry Best Practice operations
·  Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times
·  Seek ways to constantly reduce costs and improve operational standards
·  Maintain premises in neat and good working condition at all times
·  Maintain duplicate office keys in good order
·  Coordinate meeting room bookings where required
·  Risk Management
·  Assist in the implementation and management of property risk management program
·  Support the implementation and monitoring of disaster recovering and business continuity plans
·  Follow established escalation procedures and incident reporting procedures
·  Adhere to JLL’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies
·  Catering
·  Manage and assist with pantry and kitchen services both in daily operation and with events
·  Coordinate with cleaning staff and suppliers to ensure that pantry items are always in stock
·  Event Management
·  Work directly with site leadership and client representatives to plan and execute events
·  May require out of office hour support 
·  Mailing Services
·  Follow up with Customs House Agent (Fedex, Expeditors & UPS etc.) for every transaction and Import & Export Declaration Services
·  Handle all incoming and outgoing mailing and courier services
·  Maintain an updated mailing & shipment tracker
·  Repair & Maintenance services
·  Act as point of contact for repair and maintenance in term of electrical, mechanical, plumbing, HVAC, kitchen power, bathroom issues
·  Coordinate with vendors to perform on-site witnessing for any PPM(Preventive Planned Maintenance) or ad-hoc repair and maintenance work. Ensuring all PPM and reactive tasks are delivered in line with contract KPIs.
·  Carry out daily checks to include building plant, fire equipment, logging all issues found in task system
·  Act collaboratively to solve problems and resolve spontaneous and unique situations with professionalism and service orientation.
·  May require out of office hour support on-site witnessing for any PPM or ad-hoc repair and maintenance work

KEY PERFORMANCE MEASURES

·  Provide superior client service
·  Enhance own professional and personal skills
·  Report monthly on Budgets and vendor performance
·  Efficient management of JLL and client payment processes

Required Qualifications, & Experience

　　　　・Japanese (Fluent), English (business level) 
          ・ Minimum of  1 year experience for all or a part of the above roles

PERSONAL EFFECTIVENESS

·  Intermediate to Advanced skills in Microsoft Office software
·  A strong customer service work ethic
·  Ability to interface with client at all levels, particularly senior client stakeholders
·  Ability to adapt to widely differing client requirements and produce large volumes of work quickly and meet a number of priorities at once
·  Show initiative, is self-motivated, sets targets for self
·  Is a team player and regularly contributes to team discussions and problem solving sessions
·  Is able to think strategically in making decisions to resolve problems or improve operations, based on ethical standards
·  Seeks innovation and actively searches out opportunities with potential benefits, trading off negative consequences and risks
·  Promotes open, constructive relationships with the JLL team working on the Client Contract, Client Property and the Client’s customers. Promotes relationships with other procurement and contract management personnel in other business groups, and in both the wider JLL and industry environments
·  Regularly communicates plans and performance in a clear motivational manner
·  Listens effectively and communicates through actions and example
·  Promotes communications within the team and throughout JLL

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