Facility Administrator

JLL empowers you to shape a brighter way . Our people at JLL 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. What this job involves – The Facility Administrator will assist the Facilities Manager/Assistant Facilities Manager with operational activities in accounting and finance, vendor coordination including registration and supervision, purchasing of material, equipment & supplies. The Facility Administrator is also required to provide administrative support to the Facilities Management team. Sound like you? To apply you need to: Have solid administration skill. Native Japanese- A Level of English Comprehension Be able to work independently; Be Self-motivated, confident and energetic; Be Flexible – able to adapt to rapidly changing situations; Be a good communicator – good presentation skills and possesses strong verbal & written communication skills ; also, an active listener; Exhibit honesty and trustworthiness. Performance objectives /scope Client/Stakeholder Management Provide superior customer service to meet on-site client’s expectations Procurement & Vendor Management Assist SFM & AFM with Vendor coordination of maintenance providers, vendor registrations, meetings, site inspections, vendor supervision. Proactively engage with the client & site stakeholders to build strong relationships. Take and respond to phone calls, enquiries from client and vendors. Finance Management Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner; Assist to SFM & AFM to ensure prompt and accurate management of purchase orders, invoice payments and other financial tasks for Tokyo. Health & Safety Management This role has the responsibility and duty of care to work safely, taking reasonable care to protect their own health and safety and that of fellow workers, contractors and visitors ensuring they comply with the requirements of the health and safety guidelines, policies and rules; Site Operations Management Using the JLL Corrigo Work order Management systems to coordinate and manage work order requests. Assist with Administrative tasks. Asset management, updating lists. Assist with Vendor Management, supervision, escorting, compliance registration processes. Assist SFM, AFM & maintenance team to manage and coordinate timely completion of Preventative Maintenance (PPM -hard services) and Reactive maintenance activities, including the efficient completion of Work Requests on database. (Corrigo) Risk Management Support the FM team in implementation and monitoring of disaster recovering and business continuity plans; Follow established escalation procedures and incident reporting procedures; Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies. Ensure full compliance with all security guidelines for escorting vendors in a high security environment. Key skills Team First Approach Able to cooperate and work well with others to meet targets; Support the team effectively as and when needed; Comply with firm’s procedures and standards. Client Focus & Relationship Management Able to interact with all levels of DFAT and diplomatic staff and vendors confidently and with ease; Ability to manage conflict and conflicting priorities; Demonstrates ability to work with vendors to deliver efficient services; Demonstrates proactive & professional approach to customer service; Has a customer-oriented attitude. Security Clearance Must be able to obtain and maintain the security clearance level DFAT nominates for this position (at a minimum will be clear JLL and police checks). Employee specification Prior experience in facilities, property management, hospitality or related fields is an advantage; Language: Native level Japanese - Conversational level English and or ability to read and write English is an advantage. Proven experience working with limited supervision. Required Knowledge, Skills and Abilities Fluent Japanese language required and basic conversational English speaking and comprehension skills would be an advantage. Competent Administrative skills and knowledge. Competent use of Microsoft systems such as word, excel, PowerPoint, Microsoft teams Knowledge and or keen interests in Facilities Management, customer service & interest in English. Knowledge of Corrigo Work Order management system would be advantageous. Customer service skills & experience and customer first mindset. 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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