JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies 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.   

Work Dynamics - Integrated Facilities Management

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

Workplace            Roppongi

Team                       1 in Japan office (*backup resource provided when takes annual leave)

Duties & responsibilities

What this job involves –

1. Office Facility Management

Building Communication :Handling facility issues and maintenance requests through email communication with Mori Building (e.g., inspections for power outages, fire equipment, air quality, etc.) (daily).A/C Management :Managing the building's A/C system for temperature control (daily).
Adjusting settings for extended hours during holidays or nights (once a month).Office Appliances Management :Printer : Refilling paper and toner cartridges.Coffee Machine : Refilling coffee beans and water, cleaning the machine.Air Purifier : Refilling water in the humidifier, cleaning the tank and filters.Water Dispenser and Humidifiers: Managing bottle exchanges, ordering, inventory, and cleaning the machine.Refrigerator : Cleaning and disposing of outdated food.Other Internal Facilities Management :Arranging maintenance or repairs for internal facilities and equipment (e.g., lighting, conference room doors, phone booths, shredders, etc.).

2. Manage Office Environments: Office Supplies, Space, and Storage Organization

Office Supplies Management:Ordering every two weeks, with daily replenishment.Managing orders, deliveries, and inventory for items such as stationery, toiletries, feminine hygiene products, and pantry supplies.Common Area Cleaning:Cleaning areas not covered by building services.Daily dusting and wiping of shelves, tables, phone booths, and whiteboards in meeting rooms.Storage Management:Organizing items in storage.Preparing for storage and shelving space expansion.

3. Mail / Courier Services

Receiving :Mail : Collecting mail from the building's post office box once a day.Packages : Delivered to the office by the building’s distribution center (once or twice a day).Sending :Few outgoing shipments, typically based on requests (once or twice a month).

4. Security and Office Access Management

Arranging access for business guests, contractors, and vendors (once or twice a week).Monitoring badge inventory status (as needed).Requesting access for overseas visitors from the central security team (once or twice a month).Managing badge access data from the system and syncing quarterly occupancy reports with the central team (as needed).Monitoring CCTV (as needed).

5. Pantry / Food Program Services

Pantry Management :Ordering food and beverages (once or twice a week).Ensuring timely replenishment and proper disposal (daily).Food Program Research (TBD) :Researching services and vendors, negotiating conditions and fees.

6. Creating and Maintaining a Safe Work Environment

Fire and Disaster Prevention Measures :Attending evacuation drills and reviewing evacuation plans.Selection, ordering, and management of disaster preparedness supplies.Managing first aid kits.Safety work environment document related :Storing documents related to safety workSupporting on document arrangement when required by HR

7. Finance, HR, IT & Legal Admin Support

Finance :Corporate Credit Card Management: Managing Office Lead’s credit card and company-wide purchasing cards for settlement. (monthly)Purchases and Services : Handling daily purchases for office supplies, snacks, IT and peripheral equipment, travel arrangements, events, and software licenses.(as needed)Cost & Budget Management : Analyzing and reporting the cost breakdown of all enterprise-related purchases to Finance (monthly).Invoice Submission : Processing invoices and submitting payment requests to Finance (monthly).HR :Supporting onboarding/offboarding : setting up seats, updating seating charts, issuing and collecting access badges and equipment.IT :Peripheral Purchases (monthly)Physical Management of PCs and Peripherals (monthly)Managing office inventory and reporting to the IT team as needed, with occasional support for issues like meeting room AV errors.Legal :Storing registry certificates, NDAs and contracts at the designed places after received from stakeholdersVisiting the Legal Affairs Bureau to obtain the original document when needed, which occurs roughly once every two months.Handling contract signing procedures and storing contracts.

8. Office Lead (Country Manager) Support (EA Role)

Handling daily inquiries for the Office Lead (about 30 minutes daily).Expense reimbursement (monthly).Travel arrangement and coordination (monthly).Supporting external guest and overseas executive visit arrangements (monthly).

9. Office Events Coordination (Domestic & Global)

Catering, decorating, and space arrangement as needed (1-2 times a month).Coordination of global events (quarterly).Syncing with HQ for planning and execution.

10. Workplace-Related Systems Support

Implement new workplace-related systemsEnsure systems are properly established and provide training to employees for effective use

11. Any other facility or workplace service-related activities as requested by the client

Others.

Reporting: Regular update by conference call with client including report submission. Respond to both client/JLL HQ in timely manner as Leader of the account when reporting required for budget, operational update, cost saving and service improvement but not limited to.

Candidate Specification

Experience

Prior experience to facility coordination or facility assisting work.

Task Skills

Proficiency with PC skill for Google application such as gmail, spreadsheet, doc, slack in addition to Microsoft Word, Excel and PowerPoint.Good command of verbal and written English.A meticulous individual to anticipate client needs

Personal Skills

Ability to meet agreed schedules and deliver high quality of work.High level of communication and interpersonal skills.Excellent problem solving and negotiation skills.Proactive individual.Empathy and listening skillsPossesses flexibility and adaptabilityDemonstrates patience and calmnessCan provide attentive and thoughtful careMaintains a positive and cheerful attitudeHas strong time management skillsShows continuous eagerness to learn  

About client

A computer game development and sales company established in 2006, with its headquarters located in West Los Angeles, California, United States. The company also organizes esports tournaments.

About JLL –

We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together

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!

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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 contact us at Accommodation Requests. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.