Facilities Coordinator

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.

This role will be responsible to manage the service described in below under the management of facility manager at the client’s property.

Team Structure: 2 JLL staffs

Location: Fukuoka

Service hour： 9:00-18：00 on weekdays (lunch break: 12:00-13:00)

Contract model: Agency Model

Role & responsibility of this role:

Key Management

• Management of keys to the lockers, offices and the conference rooms, ensure the security of keys without lending the keys until authorization is received from client’s administration department.
• Keep key usage tracking record in writing, ensure physical keys are matched with the correct key numbers.
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Inventory Management

• Keep clear record of inventory entry and exit.
• Report out on damage and stock out in a timely manner to ensure timely replenishment to support daily operations purpose.
• Ensure the number of inventory items is accurate and the in-out stock account is clear, promptly report to the upper level on damage or lack of items so as to promptly repair or purchase to meet the normal use of the client
• Ensure the storeroom is clean and inventories are placed in order
• Ensure no entry of unauthorized persons to storage room.
• Ensure the safety of storage room such as prohibition of storing inflammables, explosive and other dangerous goods, improper usage of electronic gadget in the storage room.
• Proper management of inventories - e.g. not lending inventories without authorization
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Mail processing

• Keep record for mail receiving and sending
• Complete the billing verification with courier companies every month
• Follow emergency response procedure to process suspicious parcels
• Safeguard client information through carful managing client mail addresses
• undefined

Monthly billing verification, invoice receiving and payment settlement

• Verify monthly billings with suppliers
• Receive invoice from suppliers and initiate and coordinate for payment process
• undefined

Access Card Management

• Provide access control card’s permission change service (including: permission activation, deactivation, suspension, card loss issue resolution temporary card issuance, etc.).
• Handle access update request within 24 business hours.
• Provide Access control card photo editing and access control card making services.
• Process the visitor management and registration based on the client’s required process
• Manage registration of employees who forgot to carry their access cards, temporary card issuance for them
• Assist with client’s audit requirement.
• Summarize the details of the work and submit it to client’s administration department each week.
• Manage works in addition to above depending on the actual needs

Reception daily management service standards

• Manage the phone calls without leaving the post at own’s will.
• Be thoughtful, deal with visitors warmly
• Listen to customer’s complaint carefully and patiently, and promptly report to the department principal for solution in case issues could not be handled immediately.
• Ensure that all kinds of working supplies at the reception are in good condition and are placed in order.
• Comply with client’s other rules and policies.

Location

On-site –Fukuoka, Japan

Job Tags:

Hiring

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table!

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