Facility 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. What this job involves – The Facility Coordinator will assist the Senior Facilities Manager/Assistant Facilities Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies. The Facility Coordinator is also required to provide administrative support to the Office team and onsite JLL technical support teams. Sound like you? To apply you need to: Enjoy working in and contribute to a close supportive team & fun environment. Have solid problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively; Native Japanese or NV1 level - Conversational level English, written and spoken. Strong understanding of Microsoft suite , Excel, Word, Powerpoint, etc. Has the ability to effectively deal with busy situations; Be able to work independently; Be Self-motivated, confident and energetic; Be Flexible – able to adapt to rapidly changing situations; Be Goal-oriented – able to focus on meeting all performance targets; Be a Strong communicator – good presentation skills and possesses strong verbal & written communication skills (Japanese & English ); also, an active listener; Exhibit honesty and trustworthiness. Performance objectives  Client/Stakeholder Management Provide superior customer service to meet on-site client’s expectations Work Order Management:    Using the JLL Corrigo Work order (WO) Management systems to coordinate and manage work order requests. Promptly respond to WO requests and communicating with client & resident stakeholders for access to offices and apartments for team attendance. Creating & closing out WO in a timely manner, assigning vendors to WO, NTE requests, issuing Purchase orders to vendors for works. Monitor Corrigo WO dashboard to ensure no overdue WO Procurement & Vendor Management Assist in the management of all contractors on site to ensure they perform to the required standards. Assist in the procurement of vendors and services as required. Vendor Management of maintenance providers, onboarding, vendor registration and compliance using the ARAVO system, meetings, site inspections, vendor supervision. Finance Management Assist SFM & AFM in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner; Assist to submit and verify invoices for accuracy, proper coding, and authorization before submission for payment. Coordinate with Onsite FM team, and finance teams to resolve billing discrepancies and ensure timely payment processing. Ensure prompt and accurate management of purchase orders (JDE). Health & Safety Management This role has the responsibility and duty of care to work safely, taking reasonable care to protect their own health and safety and that of fellow workers, contractors and visitors ensuring they comply with the requirements of the health and safety guidelines, policies and rules; Site Operations Management Assist in the implementation of Industry Best Practice operations; Supervision of vendors and contractors while working onsite as required by the post security policies. Always maintain premises in neat and good working condition; Maintain key registers in good order. Assist SFM, AFM and onsite JLL technical team to manage and coordinate timely completion of PPM (hard services) and Reactive maintenance requests and activities.