Facilities and Administration Coordinator

当事務所のオフィスオペレーションチームは、事務所の日常業務を円滑かつ効率的に機能させるための中心的役割を担っています。 私たちのチームは、オフィスの職場、オンサイトおよびリモートの運用サービス、セキュリティ、安全性、その他のさまざまな分野に関連するインフラ、システム、サービスを、グローバルおよびローカルの両方で管理します。 PAサポートを提供し、ドキュメント制作、翻訳、旅行サービスを管理しています。 私たちのチームは、事務所全体でクライアントと接する分野を担当し、クライアントや他のご訪問者様が世界レベルの経験を得られるよう常に努めています。 また、私たちは、日々の業務を可能な限り環境に配慮した方法で運営することにも率先して取り組んでいます。

The Facilities and Administrative Coordinator manages day-to-day facilities and workplace operations for the Tokyo office, helping maintain a safe, secure, efficient and well-maintained environment for employees and visitors.

Reporting to the Office Operations Manager, the role coordinates facilities maintenance, workplace services, vendor performance, security administration, health and safety compliance and workplace projects. Key responsibilities include managing service requests, identifying operational issues, coordinating corrective action and ensuring work is completed to Firm standards and agreed timelines.

The Coordinator serves as a primary contact for building management, contractors, service providers and internal stakeholders. The position requires clear communication, accurate records and prompt resolution of facilities-related matters.

The role also supports financial administration, regulatory compliance, emergency preparedness, business continuity planning and ongoing workplace improvements in coordination with local, regional and global teams. The successful candidate will bring strong organizational skills, sound judgment, attention to detail and personal accountability for reliable, high-quality workplace services.

The roles and responsibilities of this job include:

• Oversee daily office facilities, maintenance, workplace presentation, utilities and minor improvements across workspaces, meeting rooms, pantry and common areas.
• Manage facilities service requests, inspections, maintenance schedules, operational records, supplies, inventory and monthly performance reporting.
• Coordinate and monitor vendors, contractors and building management, including access, permits, onsite work, service standards, contracts and cost efficiencies.
• Administer office security arrangements, including access cards, CCTV, alarms, contractor access, security records and event-related security requirements.
• Maintain health, safety and regulatory compliance through inspections, permits, certificates, statutory records, safety testing and corrective actions.
• Coordinate workplace services, including employee moves, seating changes, new-joiner readiness, furniture installations, office events and improvement projects.
• Support facilities budget management by tracking expenditure, purchase orders, invoices, quotations, contract renewals and savings opportunities.

Experience and qualifications required:

• Degree qualified (university/college)
• 2+ years of relevant facilities or administrative experience preferred.
• Native-level Japanese and business-level English communication skills, both written and spoken.
• Strong organizational skills, attention to detail, follow-through and customer-service orientation.
• Effective interpersonal, communication and project coordination skills when working with attorneys, staff, vendors and other stakeholders.
• Self-motivated and able to work independently, solve problems, troubleshoot issues and adapt to changing operational needs.
• Flexibility to work outside standard hours when needed, undertake occasional physical tasks and hold fire or disaster-prevention qualifications where available.

This role reports to

Office Operations Manager

Equal Opportunities

White & Case is committed to creating a fair workplace. It is our Firm’s policy to recruit, employ, train, compensate, and promote without regard to race, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.
 
If you require assistance and/or adjustment to participate in our application and/or interview process, please email us. We will be happy to work with you.

The Firm may modify and amend any job description at any time in its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

Note to Recruitment Agencies

Our internal Recruitment team manages all aspects of lateral hiring. All agencies must have signed terms of business—specific to the relevant office—before submitting any candidates. CVs or applications sent directly to White & Case partners or employees will also not be considered formal introductions. If you have questions, please contact the relevant Recruitment team. We work with our preferred suppliers when engaging agencies.