Facility Coordinator ―IT American multinational computer technology company at Tokyo - Shibuya-ku, Tokyo

Job summary

Perform the following individual tasks and provide support to your manager. Supporting the daily work of clients and users, as well as the work of the team.

Responsibilities

• Overview of Individual Work Tasks.This task covers the execution and management of operations related to the following contracted services. This position is focused
• FIN service support-
• Regional reporting support
• Quarterly outlook submission
• 2H reforecast for Budget submission
• OPEX tracker Smartsheet update
• Respond to questions from regional finance team regarding budgets, costs, and variances
• Creation and processing of invoices/purchase orders
• Opex / Capex management operations
• General operational support related to budget and accounting data.
• Vendor registration into accounting system and update data
• Issuing client invoice to the vendor
• Creation and processing of invoices/purchase orders
• Vendor registration into accounting system and update data
• Creation of quotation
• Monthly utility data report
• Quarterly variance reporting
• Support to annual audit
• Legal review / Application for Stamping (including Client / JLL)
• Contract update at Jaggaer (JLL's internal procurement system)
• Attend Eco-champion meeting
• Gathering data for sustainability program manager's request
• Support audits (J-CAP, ISMS) (Improvement of issues pointed out)
• Participation in training programs
• Participation in Region-led activities
• Ensure seamless consistent level of service to customer & guest including support both experience and soft services (integration)
• Point of contact and face of the site, enhancing through community engagement with employees
• Strategic role to help craft of the human experience program
• Regional reporting on implemented programs
• Create a comfortable, welcoming and hospitable experience for employees and their guest
• Provide personable and efficient visitor registration services
• Support with events and community engagement at the workplace
• Support for internal procedures related to the conclusion of new or renewal contracts (as needed)
• Procedures for purchasing equipment and supplies, obtaining quotations, etc. (on a timely basis)
• Management of internal client postings (as needed)
• Client internal newsletter distribution
• Management internet site for facilities
• Acquisition and input of utility data etc.
• Information sharing within the team, etc.
• Ticket processing from users raised in Corrigo (confirmation, response and completion of requests)
• In-house system management
• Management of work orders (various tasks) managed within Corrigo
• Execution of main responsibilities
• Respond to requests from superiors and provide support
• In branch offices and branches where no JLL resident is available, support for maintenance and other operations is provided in cooperation with customers.
• Management of sub-contractors
• Contacting the vendor manager in case of problems
• Management of facility related contracts (negotiation of amounts, signing of contracts, budget of requests)
• Construction Management
• Hear requests from employees and on-site Confirmation / Request for quotation from necessary contractors (negotiate the amount) / Apply for construction approval from the client / Coordination of construction schedule / Implement the construction work (with attendance on weekends) / Processing of invoices
• Management of building cards at each base (issue new cards/reissue lost cards/add/delete access privileges/request deletion of retiree cards)
• Coordination with client's security team (sharing of various work schedules, etc.)
• Basic PC skills: Microsoft Office (Outlook, Excel, Word, PowerPoint) Other tools (Teams, Zoom etc.)
• Required experience / Skills
• Experience in facility and general affairs related work in a Japanese or foreign-affiliated company.
• Communication skills: Able to communicate smoothly with stakeholders (team, clients and related vendors, users)
• Japanese (business level), English (daily conversation level / ability to write and read English documents) Ability to exchange e-mails with Region or no resistance with English
• Able to think independently and take responsibility for the execution of tasks
• Dedicated and considerate of others / Strive to achieve their own goals and objectives
• Ability to work hard to achieve one's own goals and objectives
• Listening / Be open to opinions / Always willing to incorporate the good
• Positive attitude toward personal and team growth
• Logical thinking / Be able to think about 'Why'

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