The posting
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.
We are looking for a Business Support, Facilities Support
About JLL
We’re JLL. We’re a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate.
If you’re looking to step up your career, JLL is the perfect professional home. At JLL, you’ll have a chance to innovate with the world’s leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You’ll also make long-lasting professional connections through sharing different perspectives, and you’ll be inspired by the best. We’re focused on opportunity and want to help you make the most of yours. Achieve your ambitions – join us at JLL!
This role will report to
Role Purpose
Overall responsibility and accountability for the efficient management and continuous improvement of administrative and workplace operations to support our business objectives. Ensures seamless coordination of facilities, resources, and services to enhance employee experience and operational efficiency. Strategic and tactical responsibility for implementing office management frameworks, optimizing processes, and minimizing operational risks. Work closely with internal and external stakeholders to maintain a high standard of workplace functionality. Accountable for all aspects of general affairs and facilities management for the assigned locations. Monitor and report key performance indicators related to workplace services and satisfaction.
What this job involves
Development & Implementation of Office Management Framework
Responsible for managing office resources efficiently and enhancing the work environment in the assigned area.
Implement and refine policies, processes, and procedures to enhance operational efficiency.
Evaluate the risks faced by the business and take action to mitigate and develop opportunities.
Contribute to overall strategy for Workplace Management
Duties & Responsibilities
Client / Key Stakeholder Management
Provide superior customer service by clearly understanding client/stakeholder’s requirement and meet their expectations.
Building Maintenance / Liaison with building management team
Coordinate the building maintenance schedule with building management team and attend them during the maintenance.
Share the building maintenance schedule with client.
Respond to facility issues and arrange for repairing with building maintenance team.
Submit building related request form (carry-in/out notification, admission of maintenance work, etc.)
PPM Management
Coordinate PPM schedule and check if the maintenance is done appropriately.
Procurement and Vendor Management
Manage FM vendors contracted with client and JLL’s subcontractor for monitoring their service quality.
Subcontractor selection and contract management.
Budget & Spend Management/Invoice Processing
Process invoices for payment through JLL’s payment system (JDE) in a timely manner.
Make sure payments to vendors are made without delay.
Translate the invoice of rent fee and submit to JLL’s finance team.
Forward invoices addressed to client to the designated vendor for processing.
IT related services
Arrange mobile phone/wifi (new, model change and disposal)
Review if the existing mobile phone plan is appropriate and prepare supporting document for local client’s review (vendor selection/bidding is not in this scope)
Obtain mobile phone data of client’s employees from the vendor and report to IT team in the US once a month.
Office/Pantry supply
Order office and pantry supplies to keep the appropriate stock (stationery, water, coffee, copy paper & toner, etc.)
Replenish pet bottles of water, coffee cartridges and tea bags etc.
Business Card printing
Order business card as per request
Help desk
Respond to facility related requests from users.
Mail Service
Receive incoming mails/parcels and distribute them to the receivers and support shipment.
Switchboard services
Answer incoming calls at mail switchboard number and the reception area.
Conference room management
Ensure meeting rooms are clean and tidy (wipe up whiteboard with damp cloth).
Housekeeping
Ensure daily cleaning by the cleaning vendor is done appropriately.
Flower/Indoor plant supply
Ensure flower and Indoor plant are well maintained.
Storage
External storage management (carry-in / carry-out, disposal)
Waste Management
Arrange disposal of Industrial waste and confidential document with vendors as per request.
EHS
Conduct fortnightly HSE inspection and improve if any defects.
Fire, Life Safety
Confirm the schedule of Evacuation Drill and submit report after the evacuation drill
Signage
Provide support to install signage in the office as per request
MAC
Provide support for simple MAC (move, add and changes) with working with region and vendors).
Event support
As per request
Sustainability and energy
Obtain monthly electronic consumption from the building and report to region.
Other misc. help requests
Arrange taxi ticket, sending customer flowers
Candidate Specification
Over 2 year’s experiences in related positions in facilities, property management,
hospitality, or related field
Min. bachelor's degree in facilities management, building, business, or other
Interpersonal communication skills are necessary for communicating with both regional and global team of JLL and client through email, phone, text, and in-person.
English (verbal and written)
Basic PC skills
Location:
On-site –Tokyo, Japan
Job Tags:
If this job description resonates with you, we encourage you to apply, even if you don’t meet all 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.
JLL Privacy Notice
Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.
For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.
For additional details please see our career site pages for each country.
Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at [email protected]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.
