Assistant Facility Manager

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  Facilitate and manage the delivery of contracted FM services as required by the Client.

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  Ensuring a great customer experience is delivered all the time.

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  Able to work closely with client in a ‘blended’ approach where roles and tasks may interchange

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  Hands-on manager with combined transactional and managerial responsibilities such as service desk handling and work tracking while managing and monitoring your team.

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  Manage the day-to-day delivery of all services to ensure a faultless environment for our Customers

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  Ensure your team is fully informed about operational updates, processes and account objectives

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  Continuous improvement to processes and procedures based on any challenges/opportunities arising on site. Encourage the team to be engaged in improvement opportunities.

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  Management, monitoring and reporting on the operational performance of the contract, including operational delivery of planned and reactive works.

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  Actively seek opportunities for additional scope and responsibilities to enhance our services and provide further value.

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  To attend all local management meetings as required. Also attend any company meetings as required.

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  To take responsibility for contributing towards your own development with the guidance of the line manager and attending training courses as identified.

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  To show commitment to company values in all aspects of your role.

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  To act as a positive ambassador for the business.

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  To attend to any reasonable request made by the client or JLL or Client Management.

About You

Minimum 5 years’ experience in facility management including managing staff, operations and financial management (engineering is out of scope).

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  Comfortable with hands-on direct execution supporting daily routine tasks

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  Passionate about customer experience and have managed helpdesk, vendors and administrative tasks

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  Good level of written and oral communication in English and Japanese.

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  Good interpersonal skills to build relationships with clients and related parties.

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  Flexible and proactive with the ability to execute and prioritise multiple tasks

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  High attention to detail and a problem solver

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  Team player

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  Good working knowledge of office software.

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  Proven track record of achievement

[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

• Work with appointed vendors in delivering the appropriate services to the client, meeting expectations and carried out on schedule.

• Monitor and coordinate vendors to ensure work is carried out in a compliant and safe manner.

• Ensure payments are done on time, also manage vendors so that they invoice on time

• Carry out a regular review of routine vendors performance and seek improvement opportunities

• Obtain quotations for any potential adhoc work in accordance to JLL procurement guidelines

• Ensure no outstanding amount or any payment issue. Preparation of PRs for client approval, tracking savings and variance in all monthly finance reporting.

• Ensuring full statutory and operational compliance is achieved in line with contract KPI’s.

• Ensure escalation procedures and incident reporting procedures are implemented and maintained. Adhere to Jones Lang LaSalle and Client's code of conduct; ensuring compliance with the firms' guidelines, procedures and strategies

• Promote and support a first class and professional reception and meeting room service.

• Ensure the team adhere to all the procedures as described in the procedural standards manual.

• Ensure the reception area and meeting rooms are tidy and ready for any scheduled activity.

• Customers are given a prompt and efficient service and expectations are consistently exceeded.

• To regularly monitor customer feedback and produce an appropriate action plan based on the results.

• To maintain an effective business relationship with the client by understanding their needs and transferring these into the location.

• To ensure the team works in safe manner and are aware of Hygiene, Health and Safety policies and procedures and Fire Regulations

• To record and report all accidents within the location adhering to location and company procedures.

• To monitor and track all health and safety equipment is well maintained and is in good working order

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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