Assistant Facilities Manager - Facilities Management

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.

About the role –

We are currently seeking a talented and motivated Assistant Facilities Manager, Global Corporate Services to support our client’s premises, located on Marunouchi, Chiyoda-ku, in Tokyo.

You play a key role in the Corporate Services team. You will assist in the delivery of services to operate and maintain the office facilities including customer/client services, financial management, facilities maintenance, procurement, and supplier management. Develop client relationships with key representatives in supporting client’s corporate real estate goals and objectives.

Job Responsibilities

Facilities Management

•Establish a “Safety First” culture across sites and improve safety performance by championing our level of awareness and changing all staff and partner safety behaviours.

•Provide leadership and guidance to the team as required to ensure delivery and achieve of high client service standards.

•Ensure compliance by ensuring renewal of all related government and statutory licenses.

•Ensure client satisfaction by providing a seamless interface

•Ensure audit programs are fully implemented and complied with for quality assurance purposes

•Liaise with Technical team to plan, assign and supervise planned and reactive activities utilizing Corrigo

•To check on site repair and maintenance carried out by subcontractors to ensure work completion, quality and method of working for compliance with specification and ordinance requirements

•Provide at defined frequencies, accurate and meaningful management reports

•Develops and maintains a proactive relationship with internal and external customers and understand business needs of local customer

•Achieve Key Performance Indictors and Service Level Agreement targets

•Participate in emergency evacuation procedures including crisis management and business continuity.

•Review operational SOP’s & propose / make changes as part f continuous improvement

•Manage minor projects / Churn in the office

•Conduct regular site inspections to ensure high standards are maintained

•To perform additional tasks as required by account in charge

Team Management

•Actively encourage an environment that drive teamwork, co-operation & performance excellence

•Act as manager and a coach ensuring high staff morale, trust, and work ethics

•Ensure direct report is well trained on all facilities policies, procedures, and systems

•Identify area of development for the direct report

Vendor Management

•Monitor, measure and report upon the performance of all service vendors in terms of their ability to carry out the work against the agreed contractual schedule

•Co-ordinate meetings periodically with contractors to ensure that required standards are established and maintained, and develop corrective action plans when, or if performance falls below expectations

•Program the attendance of specialist subcontractors at site ensuring strict adherence to client and JLL processes and procedure including Permit to Work, Method Statement and Risk Assessment.

•Work with supply chain to ensure the selection, procurement and management of specialist vendors

Financial Management

•Effectively manage site operating expenses to meet the budget.

•Assist with the production of capital expenditure and operational expenditure plans

•Ensure all financial processes are following and compliant as per JLL and clients’ competitive bids process, issuing of PO's, and receipting work.

Qualifications & Requirements:

The ideal candidates will have an awesome attitude and high attention to detail, ready to take on any given task

•Higher diploma holder in Facilities Management Discipline or equivalent.

•A minimum of 5 years’ relevant working experience in facilities management with demonstrated ability to exercise proper judgment.

•Knowledge in local statutory requirements

•High level of attention to detail particularly in high volume and pressure environment

•Strong customer service and interpersonal skills

•Good verbal and written communication skills in English

•Collaborative team player and ability to work independently under matrix supervision

•Knowledge of standard business and accounting practices.

•Knowledge of Excel and ability to analyze data

Experience

•Experience in account operations and management.

•Project Management, move and churns

Task Skills

•Customer Service

•Planning and organizing

•Vendor management

•Customer relationship Management

[Place of Work]

Location: Within Tokyo’s 23 wards

[Working Hours and Days Off]

Working hours are based on the client’s timetable

Generally based on working from the office

Days off: Two days off per week (Saturday and Sunday), public holidays, and the year-end and New Year period

【Salary】

Overtime pay: Available. A fixed overtime allowance is included in the basic annual salary (equivalent to 30 hours per month) *For non-managerial positions

Bonuses: Available (performance-related bonuses)

Probationary period: Yes

【Number of Vacancies】 1

【Selection Process】

1. Application screening

2. Interviews (several rounds planned)

3. Final interview

Location:

On-site –Tokyo, Japan

If 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.

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 ourCandidate 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 ourContact Us page > I want to work for JLL.