JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
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.
Risk Management
Assist the FM team in the implementation and management of property risk management program;
Support FM team and Client with the implementation and monitoring of disaster recovering and business continuity plans (BCP), Crisis action plans (CAP);
Follow established escalation procedures and incident reporting procedures;
Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies.
Achieve Key Performance Indicators and Service Level Agreement targets
Key skills
Team First Mindset
Able to cooperate and work well with others to meet targets;
Support the team effectively as and when needed;
Adaptable to quick changing situations and needs as require.
Ability to commit to accurate execution while complying with firm’s procedures and standards.
Office Management & Organisational Skills
Proven ability & flexibility to manage multiple operational matters daily;
Strong understanding of Microsoft suite programs, Excel, Word, Powerpoint, etc
Demonstrates ability to prioritise and manage the completion of tasks in an efficient and timely manner, strong administration skills, multi-tasking.
Client Focus & Relationship Management
Able to interact with all levels of DFAT, diplomatic staff, compound residents and vendors confidently and with ease;
Ability to manage conflict and conflicting priorities;
Demonstrates ability to work with vendors to deliver efficient services;
Demonstrates proactive & professional approach to customer service;
Has a customer-oriented attitude.
Security Clearance
Must be able to obtain and maintain the security clearance level DFAT nominates for this position (at a minimum will be clear JLL and local police checks).
Employee specification
Prior experience in facilities services, property management, or hotel and hospitality or related fields;
Language: Native Japanese- Conversational level English.
Strong understanding of Microsoft suite, Excel, Word, Powerpoint, etc.
Understanding of occupational health and safety requirements.
An interest in facilities management and vendor management for specialised services;
Experience or an interest in Hard Services and basic technical aspects of property (HVAC, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) would be an advantage.
Proven experience working with limited supervision.
Working ConditionsThis position operates in a fun and professional office environment at a unique high-profile site with standard business hours, though occasional flexibility may be required to accommodate work demands or different time zones for meetings.
Weekend (Saturday) attendance for annual power down maintenance once a year.
Public holidays will vary from the traditional Japanese & JLL calendar. There is a combination of Japan and Australian Public Holidays.
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
