About JLL
JLL is a professional services and investment management firm specializing in real estate, helping organizations around the world achieve their ambitions by owning, occupying and investing in real estate.
We are looking for a Business Support, Facilities Support.
Role Purpose
Overall responsibility and accountability for the efficient management and continuous improvement of administrative and workplace operations to support our business objectives. Ensures seamless coordination of facilities, resources, and services to enhance employee experience and operational efficiency. Strategic and tactical responsibility for implementing office management frameworks, optimizing processes, and minimizing operational risks. Work closely with internal and external stakeholders to maintain a high standard of workplace functionality. Accountable for all aspects of general affairs and facilities management for the assigned locations. Monitor and report key performance indicators related to workplace services and satisfaction.
What this job involves
Development & Implementation of Office Management Framework
•Responsible for managing office resources efficiently and enhancing the work environment in the assigned area.
•Implement and refine policies, processes, and procedures to enhance operational efficiency.
•Evaluate the risks faced by the business and take action to mitigate and develop opportunities.
•Contribute to overall strategy for Workplace Management
Duties & Responsibilities
Client / Key Stakeholder Management
•Provide superior customer service by clearly understanding client/stakeholder's requirement and meet their expectations.
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 with building maintenance team.
•Submit building related request form (carry-in/out notification, admission of maintenance work, etc.)
PPM Management
•Coordinate PPM schedule and check if the maintenance is done appropriately.
Procurement and Vendor Management
•Manage FM vendors contracted with client and JLL's subcontractor for monitoring their service quality.
•Subcontractor selection and contract management.
Budget & Spend Management/Invoice Processing
•Process invoices for payment through JLL's payment system (JDE) in a timely manner.
•Make sure payments to vendors are made without delay.
•Translate the invoice of rent fee and submit to JLL's finance team.
•Forward invoices addressed to client to the designated vendor for processing.
IT related services
•Arrange mobile phone/wifi (new, model change and disposal)
•Review if the existing mobile phone plan is appropriate and prepare supporting document for local client's review (vendor selection/bidding is not in this scope)
•Obtain mobile phone data of client's employees from the vendor and report to IT team in the US once a month.
Office/Pantry supply
•Order office and pantry supplies to keep the appropriate stock (stationery, water, coffee, copy paper & toner, etc.)
•Replenish pet bottles of water, coffee cartridges and tea bags etc.
Business Card printing
•Order business card as per request
Help desk
•Respond to facility related requests from users.
Mail Service
•Receive incoming mails/parcels and distribute them to the receivers and support shipment.
Switchboard services
•Answer incoming calls at mail switchboard number and the reception area.
Conference room management
•Ensure meeting rooms are clean and tidy (wipe up whiteboard with damp cloth).
Housekeeping
•Ensure daily cleaning by the cleaning vendor is done appropriately.
Flower/Indoor plant supply
•Ensure flower and Indoor plant are well maintained.
Storage
•External storage management (carry-in / carry-out, disposal)
Waste Management
•Arrange disposal of Industrial waste and confidential document with vendors as per request.
EHS
•Conduct fortnightly HSE inspection and improve if any defects.
Fire, Life Safety
•Confirm the schedule of Evacuation Drill and submit report after the evacuation drill
Signage
•Provide support to install signage in the office as per request
MAC
•Provide support for simple MAC (move, add and changes) with working with region and vendors.
Event support
•As per request
Sustainability and energy
•Obtain monthly electronic consumption from the building and report to region.
Other misc. help requests
•Arrange taxi ticket, sending customer flowers
Candidate Specification
•Over 2 year's experience in related positions in facilities, property management, hospitality, or related field
•Min. bachelor's degree in facilities management, building, business, or other
•Interpersonal communication skills necessary for communicating with both regional and global team of JLL and client through email, phone, text, and in-person.
•English (verbal and written)
•Basic PC skills
Location
On-site – Tokyo, Japan
