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.
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.
Key Responsibilities
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.
- Ability to maintain professionalism under stressful situations.
- Ability to plan and manage work under time constraints.
- Ability to multitask and work without direct supervision.
- Strong written, verbal and people skills
- Strong organizational skills and collaborative style
- Have capability of customizing administrative reports
- Experience using facilities ticketing tools.
- General computer skills. Google suite, Excel, Jira and Slack knowledge is a plus.
- Can-do attitude and the ability to solve a wide variety of problems creatively and quickly.
- Fluency in local language and English.
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.
