Assistant Facilities Manager - Facilities Management

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Assistant Facilities Manager

About the role:

The Assistant Facilities Manager will manage the day-to-day client activities for the assigned property/facility and be the on-site key point of contact for key stakeholders and/or client. The role will assume overall responsibility for site budgets, accounting and finance, maintenance and operations, emergency, health, safety and security, contract services, purchasing of material, equipment & supplies, occupancy services and event management.

What this job involves:

Client/Stakeholder Management

●        Proactively engage stakeholders to ensure that on site client’s expectations are met

●        Build and develop effective client / stakeholder relationships across multiple levels of the organization

●        On-site key point of contact for Facilities in the client’s premises

●        Organize events and team building sessions for the client

●        Coordinate local and international courier services

Procurement & Vendor Management

●        Ensure vendors are well-managed, delivering services on time and within budget

●        Ensure that vendor procurement processes comply with agreed client procurement guidelines as well as Jones Lang LaSalle best practice

Contracts Management

●        Plan and manage all contracts to ensure that they are professionally delivered at the right costs

●        Ensure expiry of contracts is well-monitored and re-procurement is initiated if needed

●        Ensure contracts are continually assessed to deliver best value to the client

Finance Management

●        Actively work to ensure that the site’s financial operations are meeting or exceeding targets and control requirements including the Jones Lang LaSalle Code of Ethics

●        Ensure financial processes are always followed

●        Creation of Purchase Orders, submission of invoices for payments on behalf of JLL and client

●        Budget Planning

●        Ensure to prepare the vendor payment data monthly to make sure the vendor payments are released on time

●        Monthly accruals for both client and JLL to be prepared and shared with the respective finance team

●        Approve the vendor invoices on CAAP’s and JLL invoices on JD and keep a track record of it

Health, Safety and Security Management

●        Ensure the provision of a safe working environment

●        Ensure compliance with statutory regulations on fire, health and safety standards

●        Support the security team to ensure everything is safe

●        Ensure evacuation plans and floor plans are available on the notice board in case of emergency

Site Operations Management

●        Recommend continuous quality improvement practices and implement Industry Best Practice operations

●        Implement building procedures and performance measures and ensure they are always maintained

●        Review existing operations regularly to reduce costs and improve operational standards

●        24/7 emergency call support

●        Monitor the Work Order Ticketing System and implement actions and follow up

●        Ensure the office is good condition and regular repair and maintenance is carried out

●        Weekly lunch and snacks arrangements to be made for the employees

IT and AV Support

●        Support AV team to ensure AV equipment working properly

●        On-site support for any outsources maintenance works

●        Support IT team for shifting/packing/installing the assets

Risk Management

●        Ensure a property risk management program including audits is implemented and maintained

●        Ensure disaster recovering and business continuity plans are implemented and maintained

●        Ensure escalation procedures and incident reporting procedures are implemented and in place

●        Assist in the development of guidelines and strategies to ensure compliance with Jones Lang LaSalle’s business conduct

Reporting

●        Upload sustainability data into relevant systems monthly

●        Submit PowerPoint deck to Regional Support for quarterly updates

●        Monthly JLL finance report to be prepared and shared.

[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.

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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.