Professional, Facilities Management

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About the role –

We are currently seeking a talented and motivated Assistant Facilities Manager, Global Corporate Services to support our client’s premises, located on Marunouchi, Chiyoda-ku, in Tokyo.

You play a key role in the Corporate Services team. You will assist in the delivery of services to operate and maintain the office facilities including customer/client services, financial management, facilities maintenance, procurement, and supplier management. Develop client relationships with key representatives in supporting client’s corporate real estate goals and objectives.

Job Responsibilities

Facilities Management

Establish a “Safety First” culture across sites and improve safety performance by championing our level of awareness and changing all staff and partner safety behaviours.

Provide leadership and guidance to the team as required to ensure delivery and achieve of high client service standards.

Ensure compliance by ensuring renewal of all related government and statutory licenses.

Ensure client satisfaction by providing a seamless interface

Ensure audit programs are fully implemented and complied with for quality assurance purposes

Liaise with Technical team to plan, assign and supervise planned and reactive activities utilizing Corrigo

To check on site repair and maintenance carried out by subcontractors to ensure work completion, quality and method of working for compliance with specification and ordinance requirements

Provide at defined frequencies, accurate and meaningful management reports

Develops and maintains a proactive relationship with internal and external customers and understand business needs of local customer

Achieve Key Performance Indictors and Service Level Agreement targets

Participate in emergency evacuation procedures including crisis management and business continuity.

Review operational SOP’s & propose / make changes as part f continuous improvement

Manage minor projects / Churn in the office

Conduct regular site inspections to ensure high standards are maintained

To perform additional tasks as required by account in charge

Team Management

Actively encourage an environment that drive teamwork, co-operation & performance excellence

Act as manager and a coach ensuring high staff morale, trust, and work ethics

Ensure direct report is well trained on all facilities policies, procedures, and systems

Identify area of development for the direct report

Vendor Management

Monitor, measure and report upon the performance of all service vendors in terms of their ability to carry out the work against the agreed contractual schedule

Co-ordinate meetings periodically with contractors to ensure that required standards are established and maintained, and develop corrective action plans when, or if performance falls below expectations

Program the attendance of specialist subcontractors at site ensuring strict adherence to client and JLL processes and procedure including Permit to Work, Method Statement and Risk Assessment.

Work with supply chain to ensure the selection, procurement and management of specialist vendors

Financial Management

Effectively manage site operating expenses to meet the budget.

Assist with the production of capital expenditure and operational expenditure plans

Ensure all financial processes are following and compliant as per JLL and clients’ competitive bids process, issuing of PO's, and receipting work.

Qualifications & Requirements:

The ideal candidates will have an awesome attitude and high attention to detail, ready to take on any given task

Higher diploma holder in Facilities Management Discipline or equivalent.

A minimum of 5 years’ relevant working experience in facilities management with demonstrated ability to exercise proper judgment.

Knowledge in local statutory requirements

High level of attention to detail particularly in high volume and pressure environment

Strong customer service and interpersonal skills

Good verbal and written communication skills in English

Collaborative team player and ability to work independently under matrix supervision

Knowledge of standard business and accounting practices.

Knowledge of Excel and ability to analyze data

Experience

Experience in account operations and management.

Project Management, move and churns

Task Skills

Customer Service

Planning and organizing

Vendor management

Customer relationship Management

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!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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