Facilities Support (Business Support)

About the role

JLL is looking for a Business Support / Facilities Support professional in Tokyo. The role reports to the office manager and is accountable for the efficient management and continuous improvement of administrative and workplace operations, coordinating facilities, resources and services to support business objectives and employee experience. It covers general affairs and facilities management for the assigned locations.

Key responsibilities

• Develop and implement an office management framework: manage office resources, refine policies and procedures, and evaluate and mitigate business risks.
• Build maintenance: coordinate schedules with the building management team, respond to facility issues and submit maintenance requests.
• PPM management: coordinate preventive maintenance schedules and verify that work is completed properly.
• Vendor management: monitor the quality of FM vendors and manage subcontractor selection and contracts.
• Budget and spend management: process vendor invoices through JLL's payment system (JDE) on time, and handle rent fee invoices for the finance team.
• IT services: arrange mobile phones and Wi-Fi, review plans and report employee device data to the US IT team monthly.
• Office supplies: order stationery, water, coffee, copy paper and toner, and print business cards.
• Help desk, mail service, switchboard and conference room management, plus daily cleaning oversight.
• Flower and indoor plant care, external storage, industrial waste disposal and EHS inspections every two weeks.
• Support evacuation drills, signage installation, simple move/add/change requests, event support, and reporting of monthly electricity consumption.

Required profile

• Over 2 years of experience in facilities, property management, hospitality or a related field.
• Minimum bachelor's degree in facilities management, building, business or another field.
• Good interpersonal communication skills with regional and global teams and clients.
• English, verbal and written.
• Basic PC skills.