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.   

Workplace Coordinator

About JLL – 

Jones Lang Lasalle (JLL (NYSE: JLL)) JLL is a Fortune 500 company and leading professional services firm that specializes in real estate and investment management. JLL shapes the future of real estate for a better world by using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for clients, and global infrastructure. We operate in over 80 countries and have a global workforce of more than 102,000.

If you’re looking to step up your career, JLL is the perfect professional home. With us, you’ll have a chance to innovate with the world’s leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You’ll also make long-lasting professional connections and be inspired by the best. We’re focused on opportunity and want to help you make the most of yours. Achieve your ambitions - join us at JLL! 

About the role: 

This is a fantastic Workplace Coordinator role based onsite within a prestigious client’s office space in Tokyo, Japan. As the first point of contact for staff, visitors, and callers, in accordance with office administration and receptionist principles you’ll create a: 

Professional and customer orientated atmosphere while answering general queries about the building and client’s business 

Comfortable and welcoming hospitable experience for the client and their guests 

Safe and secure workplace while driving employee engagement, sense of belonging, excitement and fun at work that contribute to employee productivity and pride 

What this job involves: 

Account Administration 45% :   

Ensure the proper and timely invoicing towards JLL and client.

Process monthly vendor payments in a timely manner ensuring compliance with client required payment directives 

Management of vendors and service delivery as required.

Maintain record of all Invoices and initiates late invoice calls where applicable. 

Small-Value Procurement: Handles low-cost item purchases (Client will raise work orders and Post Facility Manager (PFM) may assign them as appropriate).

Assists in annual budget preparation and year-end recoveries. 

Helps support lease administration/finance processes.

Maintain record of purchase orders issued / received.

Ensure all billing process in timely manner. 

Perform all monthly T&E collections. 

Processes monthly bill backs to tenants for all service requests. 

Ensure the preparation of year-end expense reconciliation reports and monitors tenant collections/credits. 

Supply and Logistics 30%: 

Maintain relationship with supplier. 

Stationary: Manage stationery storage areas and order routine and non-routine orders.

Supplier database management  

Maintain Register for expendable / nonexpendable items. 

Supplier Liaison: Coordinates with suppliers (water servers, copier machines) on an ad-hoc basis.

Assist with events as necessary. 

Maintain records of purchase. 

Others 25%:

Monitor office machinery such as copy machines, and water severs to ensure performance of routine and reactive maintenance.

Full awareness of emergency contacts and execute emergency response plan. 

Switchboard Services as needed for back up. Answer phone calls from switch board within 20 seconds and maintain daily call log. Respond to email queries in a timely manner. Proactively approach queries and complaints and work to find solutions. 

Ad-hoc responsibilities assigned by Facilities Management Team or client. 

Administration and reporting as necessary  

Key working relations and network 

Internal: Facilities Management, Engineering and Security Teams 

External: Staff, visitors, callers and vendors 

Key performance indicators for this position (KPIs): 

 - User Experience  

- Operational Performance

Candidate Requirements and Qualifications:

Core Values and Competencies to be demonstrated by the job holder:  

Client Satisfaction

Growth

People

Teamwork

Training and Education

Competencies

Problem solving and judgement  

Communicating and influencing 

Specific specialized knowledge, professional skills, qualifications or experience required for this job: 

Minimum Academic Degree required 

Bachelors degree or 4 plus years of related vocational experience/training after high school.    

Professional skill and knowledge required 

Strong written and oral communication skills. 

Ability to solve problems and flexibility to adapt to changes. 

Strong interpersonal and customer service skills. 

Good command of spoken and written English and Japanese languages.     

Experience 

4-years similar working experience in back office operations or A.A. degree in business/finance/accounting or related discipline.

Language  

Japanese 

Native Level JLPT N/1

English 

 Business Level Toeic B2

IT Skills 

Microsoft Windows Operating System and related software. 

Microsoft Office Suite  

Other job-related or local special factors not mentioned above: 

Non – criminal record issued by police authorities must be provided by the selected candidate.  Travel frequency  

Job Profile

Workplace Coordinator - B4  

Client

TBA

Occasional travel required

What you can expect from us  

JLL encourages an entrepreneurial, inclusive culture. We succeed together - across the desk and around the globe. We believe the best inspire the best, so we invest in supporting each other, learning together and celebrating our success. 

Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, well-being, benefits and pay. We’ll offer you a competitive salary and benefits package.  

With us, you’ll develop your strengths and enjoy a career full of varied experiences. We can’t wait to see where your ambitions take you at JLL. Apply today!  

Location:

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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For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here.

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.