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.   

Perform the following individual tasks and provide support to your manager

Supporting the daily work of clients and users, as well as the work of the team.

Job Description Summary

Provide Total Facility Management services

-       Soft:　Operation of Helpdesk, Mail Room and Reception. Provide general affairs, finance and other support services.

-       Hard: Support services for cleaning, planting, amenity management, and maintenance of critical facilities.

-       Environment and Sanitation: Business support services related to EHS and CS services.

-       Project & CRE Strategy: Support for project execution related to moving and layout changes.

-       Failure Response: Temporary response and reporting services in case of Incident. (English, CMO / dedicated system available)

-       Crisis Management: Walk through implementation and reporting (English, HQ, other locations) Risk Registration input and reporting (English)

Job Description

Overview of Individual Work Tasks

This task covers the execution and management of operations related to the following contracted services. This position is focused

a)    FIN service support-(Main role)

       Regional Reporting support

-       Quarterly outlook submission

-       2H reforecast for Budget submission

-       OPEX tracker Smartsheet update

-       Respond to questions from regional finance team regarding budgets, costs, and variances

-       Update the spend data

-       Tracking and checking the invoice (payment) status

Input processing work to Ariba/FSR (client’s internal accounting system)

-       Creation and processing of invoices/purchase orders

-       Opex / Capex management operations

-       General operational support related to budget and accounting data.

-       Vendor registration into accounting system and update data

-       Issuing client PO & invoice to the vendor

Input processing work to Corrigo, JDE (JLL’s internal accounting system)

-       Creation and processing of invoices/purchase orders

-       Vendor registration into accounting system and update data

-       Creation of quotation

B)    Helpdesk

-       Ticket processing from users raised in Corrigo (confirmation, response and completion of requests)

C)    In-house system management

Corrigo（PPM）

-      Management of work orders (various tasks) managed within Corrigo

D)    General affairs

-       Support for internal procedures related to the conclusion of new or renewal contracts (as needed)

-       Procedures for purchasing equipment and supplies, obtaining quotations, etc. (on a timely basis)

-       Management of internal client postings (as needed)

-       Client internal newsletter distribution

-       Management branch offices for facilities

-       Acquisition and input of utility data etc.

-       Information sharing within the team, etc.

E)    BAU Support

-      Execution of main responsibilities

-      Respond to requests from superiors and provide support

-      In branch offices and branches where no JLL resident is available, support for maintenance and other operations is provided in cooperation with customers

-      Management of reception team and mail room.

F)     Building Maintenance / Vendor Management

-       Management of sub-contractors

-       Contacting the vendor manager in case of problems

-       Management of facility related contracts (negotiation of amounts, signing of contracts, budget of requests)

-       Construction management support

-       Hear requests from employees and on-site Confirmation / Request for quotation from necessary contractors (negotiate the amount) / Apply for construction approval from the client / Coordination of construction schedule / Implement the construction work (with attendance on weekends) / Processing of invoices

G)    Support for security operations

-       Management of building cards at each base (inventory, issue new cards/reissue lost cards/add/delete access privileges/request deletion of retiree cards)

-       Coordination with client’s security team (sharing of various work schedules, etc.)

H)    Handling of JLL’s internal operations

-      Managing audits (J-CAP, ISMS) (Improvement of issues pointed out)

-      Support Eco Champions

-      Participation in training programs

-      Participation in Region-led activities

I)      HX（ Human Experience service）Support

Community Manager/Ambassador. 

-        seamless consistent level of service to customers & guests including support with both experience and soft services (integration)

-       Point of contact and face of the site, enhancing through community engagement with employees

-       Strategic role to help craft of the human experience program

-       Regional reporting on implemented programs

-       Lead the HX events and community engagement at the workplace

J)  　 Utility data Reporting (ESG Support)

      -       Input the Monthly utility data report

      -       Attend the monthly call and lead the ESG activity

      -       ESG document creation support

K) 　Sustainability

-        Attend Eco-champion meeting and lead the activity

-        Gathering data for sustainability program manager’s request

L) 　EHS support

      -      Attend the EHS training

      -      Coordinate with the DELLEHS representative.

   -      Arrange cleaning of the first-aid room, participate in fire prevention and disaster management inspections, accompany the occupational physician during office checks, and handle other related tasks.

M)  Innovation

        - Attend the innovation committee (monthly)

 - Analyze the request and current office situation and submit

improvement ideas.

l  Working hours：9：00～17：30 (on-site)

l  Holiday：Saturdays, Sundays, national holidays, and other days according to the client's calendar.

※Work on holidays may be required depending on the work, but it is possible to take a day off in lieu of work.

l  Basic PC skills: Microsoft Office (Outlook, Excel(SUM, IF, Filter.. basic skills), Word, PowerPoint) Other tools (Teams, Zoom etc.)

l  Documentation　（PPT）

l  Required experience / Skills

-      Experience in facility and general affairs related work in a Japanese or foreign-affiliated company.

※Experience in customer service, sales, etc. in other industries is also acceptable, even if you have no experience in the real estate industry.

-      Communication skills: Able to communicate smoothly with stakeholders (team, clients and related vendors, users)

-      Japanese (business level), English (daily conversation level / ability to write and read English documents) Ability to exchange e-mails with Region or no resistance with English

-      Able to think independently and take responsibility for the execution of tasks

l  Ideal candidate profile:

We are recruiting for the purpose of strengthening our future operational foundation and human resource development. Those who already have experience in the business can further improve their expertise and create opportunities for their own careers and growth. We also offer a full range of educational content for those with potential who have no experience in the industry, so you will be able to work with discretion.

-      Dedicated and considerate of others / Strive to achieve their own goals and objectives

-      Ability to work hard to achieve one's own goals and objectives

-      Listening / Be open to opinions / Always willing to incorporate the good

-      Positive attitude toward personal and team growth

-      Logical thinking / Be able to think about "Why”

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!

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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