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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.
Job Title
Facilities Operational Finance Coordinator
Department
Work Dynamics, Account Management
Reporting Relationships
Regional Finance Team and, and Japan & Korea Lead
Location
Tokyo - Roppongi
Introduction
About JLL & JLL Work Dynamics
We’re JLL. We’re a professional services and investment management firm specializing in real estate. As a Fortune 500 company, we help real estate owners, occupiers and investors achieve their business ambitions.
JLL Work Dynamics serve an integral role in JLL’s commercial real estate businesses. We are a proven, trusted and long-term real estate service partner for 70+ global, regional, and local clients, and pride ourselves in delivering excellent facilities management services.
If you’re looking to step up your career in the field of Facilities Management, Customer Service, and Hospitality, JLL is the perfect professional home. With us, not only you’ll have a chance to work with the world’s leading businesses but also make long-lasting professional connections and be inspired by the best. With our industry leading internal mobility policy and flexible career development program, we’re focused on opportunity and want to help you make the most of yours.
About the Client
Client develops, manufactures, and sells networking hardware, software, telecommunications equipment and other high-technology services and products, and specializes in specific tech markets, such as the Internet of Things (IoT), domain security, videoconferencing, and energy management with leading products. Client is one of the largest technology companies in the world on the Fortune 100 with nearly 80,000 employees.
Key Responsibilities
The candidate will be experienced in providing outstanding services in support of Office Management, proactively leading, monitoring and managing onsite Client account activities. Effective in managing direct and indirect reports, you will guide individuals to support Client requirements. Authenticity and a genuine desire to deliver professional, value-focused services exceeding Client expectations will drive your success.
Finance and Procurement Management
Assist in creating JLL purchase order and vendor invoice submission to ensure timely and accurate processing.
Provide raw data for the MI template to support expense tracking.
Provide GR amount to finance team timely.
Assist in the preparation of annual budget.
Coordinate with Asset Team and IT to confirm equipment and furniture placement. Register assets in the facility management system and apply asset tags. Maintain accurate asset location and status records. Support annual asset audits upon request from Asset Team and submit reports.
Work with the local legal team and the regional procurement team for onboarding the new vendor into JLL systems according to the designated process and policies.
Succeed the existing vendor contracts, review and negotiate for optimizing the prices and service levels the expectation.
Space Management
Monitor office space utilization and maintain efficient space allocation to the appropriate cost center business unit. Conduct annual space allocation reviews to confirm room ownership. Coordinate with global teams to verify data accuracy.
Administration
- Administration works related with above (such as data creation, aggregation and analysis)
- Support other JLL members to achieve the purpose of site team operation, to meet the service level agreement
Health and Safety
- Complete all mandatory safety trainings within the timeline
- Conduct the site inspection and work with EHS coordinator to maintain the site safety
- Run and track Contract Workers Auithorization process with the Subregional EHS lead and Regional EHS managers following JLL and client EHS policies
- Take agile protective actions for the site safety when near miss cases and hazard cases were reported / found, cases must be reported to the system
Life Cycle Repair and Move-Add-Change Support
- Manage operations of Helpdesk services including remote managed sites
- Support security team to maintain the badge access control, if applicable coordinate and assist employees on the events
(e.g. Meeting room budget planning (every January in the previous FY).
<Supporting other team members as temporary backup in case>
Site Operations Management
- Manage operations of Helpdesk services including remote managed sites
- Support security team to maintain the badge access control, if applicable
- Coordinate and assist employees on the events
(e.g. Meeting room booking, Room setup, Support anything related FM)
Manage daily health & safety issues – maintaining regular scheduled meetings and records of the fire and safety teams/fire drills/safety equipment/training.
Deputize / provide cover for Building Operations Coordinator / Facilities Manager when appropriate.
Assist in the implementation of Industry Best Practice operations
Conduct site inspections and assessments to ensure all building procedures and performance measures are always maintained
Keep tracking service tickets to completion
Escalate issues when need senior management involvement at the right time
Coordinate and attend maintenance work, construction, and inspection activities.
Core Competencies
- Work well with key stakeholders and other departments/functions
- Possess the requisite technical skills working on Microsoft Office Suite
- Establish and maintain good relationships with colleagues
- Communicate effectively orally and in writing over emails and Client designate communication tools in the local language and Business Level English
- Positive influence on others
- Listen actively
- Team player, motivate and engage with colleagues
Location:
On-site –Tokyo, JapanIf this job description resonates with you, we encourage you to apply even if you don’t meet all of 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.
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