assistant Facilities Manager,government@azabu-jubanJones Lang LaSalle

A rare and great opportunity for a motivated candidate to join one of JLL's top 10 global clients! This particular account deliver a range of services across 87 countries.
Located in Minato-ku and covering over 10,000sqm, this facility consists of a four-stories above ground Chancery, 3 underground levels, 4 apartment wings that contain 40 apartments, the HOM Residence and landscaped gardens.
The Assistant Facility Manager will assist the Senior Facilities Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services and helpdesk.
MAJOR RESPONSIBILITIES
Client/Stakeholder Management
Provide superior customer service to meet on-site client's expectations.
Procurement & Vendor Management
Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors' works, vendor induction management);
Assist in the procurement of vendors, services and consumables/parts as required.
Finance Management
Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner. This includes and is not limited to day to day management of budget, petty cash and end of month accrual processing;
Ensure prompt and accurate management of purchase orders;
Manage processing of all vendor invoicing in accordance with JLL procedure.
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;
Review contractor Safe Work Method Statements (SWMS) prior to works being undertaken on site.
Site Operations
Coordinate the timely completion of PPM (hard services) and Reactive maintenance activities, including the efficient completion of Work Requests on database. (Corrigo)
Administrative tasks - creation and submission of reports. & conducting inspections of buildings, plant and equipment
Seek ways to constantly improve efficiency and operational standards;
Maintain premises in neat and good working condition at all times and to ensure there is minimal impact on client core business;
Assist the SFM with on-time delivery of Operational tasks and Minor Capital works;
Carry out any other duties required by the Senior Facilities Manager in support of site operations.
Risk Management
Assist in the implementation and management of property risk management program;
Support the implementation and monitoring of disaster recovery and business continuity plans;
Follow established escalation and incident reporting procedures;
Adhere to JLL's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies.
CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA
Ideal Experience
Fluent Japanese language required and competent English speaking and comprehension skills.
Knowledge of occupational health and safety requirements, critical facilities and vendor management for specialised services would be advantageous;
Strong administration skills and prior experience or familiarity in managing budgets would be advantageous;
Understanding (interest in) basic technical aspects of property (HVAC, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) would be advantageous;
Proven experience working with limited supervision.
Critical Competencies for Success
.Ability to manage conflict and conflicting priorities
Demonstrates ability to work with vendors to deliver efficient services;
Demonstrates proactive & professional approach to customer service and has a customer-focussed attitude.
Demonstrates ability to prioritise and manage the completion of projects in an efficient and timely manner.
Must be able to obtain and maintain the security clearance level DFAT nominates for this position (at a minimum internal JLL and police checks).
Problem-solving skills - capacity to deal with ambiguity and solve complex problems effectively;
Ability to effectively deal with stressful situations;
Able to work independently; Self-motivated, confident and energetic;
Flexible - able to adapt to rapidly changing situations;
Goal-oriented - able to focus on meeting all performance targets;
Strong communicator - good presentation skills and possesses strong verbal & written communication skills (English & local language); also an active listener;
Exhibits honesty and trustworthiness.
KEY STAKEHOLDERS
Client staff
Specialized vendor staff
JLL Account team (Local and Overseas)
JLL Centralized Services teams (including Help Desk)
REPORTING TO
Senior Facilities Manager, Tokyo.
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Jones Lang LaSalle

Juban, Sorsogon
Permanent
Full-time