Reception & Workplace Coordinator

JLL empowers you to shape a brighter way .   Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.    Facilities Coordinator – Soft Services Account Databricks Japan Position Facility Coordinator Reporting to Regional Account Manager   Position Overview The Facilities Coordinator is responsible for managing and coordinating facility services to ensure a clean, safe, and welcoming environment for client. This role oversees day-to-day soft services operations including cleaning, catering, waste management, pest control, and reception services while maintaining high service standards and client satisfaction.

Service Delivery Management Coordinate and oversee soft services vendors including cleaning contractors, catering suppliers, waste management providers and building management. Monitor service quality through regular inspections and ensure compliance with service level agreements. Address service deficiencies promptly and implement corrective actions to maintain consistent standards across all facilities. Vendor and Contract Management Serve as primary point of contact for services vendors, managing relationships and ensuring contractual obligations are met. Coordinate vendor schedules, access requirements, and service delivery times to minimize disruption to building operations. Review invoices for accuracy and process payments in accordance with approved budgets and procurement procedures. Quality Assurance and Inspections Conduct regular facility walkthroughs and inspections to assess cleanliness standards, waste disposal efficiency, and overall facility presentation. Document findings, track corrective actions, and maintain quality assurance records. Implement continuous improvement initiatives to enhance service delivery and occupant satisfaction. Health, Safety, and Compliance Ensure all soft services operations comply with health and safety regulations, environmental standards, and company policies. Maintain current knowledge of relevant legislation including waste management requirements, cleaning product safety, and food hygiene standards. Coordinate safety training for vendor personnel. Client and Occupant Relations Respond to occupant requests, complaints, and feedback regarding soft services in a timely and professional manner. Build positive relationships with clients, understanding their needs and expectations. Communicate service schedules, disruptions, or changes effectively to minimize impact on daily operations. Budget and Cost Management Monitor soft services expenditures against approved budgets, identifying cost-saving opportunities while maintaining service quality. Prepare budget forecasts and variance reports. Review and validate vendor invoices before processing for payment. Recommend efficiency improvements and cost-effective service delivery alternatives. Documentation and Reporting Maintain comprehensive records of service schedules, inspection results, vendor performance, incident reports, and occupant feedback. Prepare regular reports on soft services performance, key metrics, and service delivery trends for management review. Utilize facility management systems to track work orders and service requests. Required Qualifications ●        2-3 years experience in facilities operations or similar field. ●        Great vendor management skills. ●        Superior customer service skills and a strong orientation to provide exceptional JLL customer experience. ●