Residence Coordinator

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Job details

Company overview

Our client is a global leader in real estate services and investment management, operating in over 80 countries. The Tokyo branch is key to its Asia-Pacific operations, offering expert solutions tailored to the Japanese market across commercial, residential, and industrial sectors.

Known for its innovative approach, the Tokyo team leverages cutting-edge technology and data-driven insights to provide strategic property investment advice, manage diverse portfolios, and optimize real estate assets. Committed to sustainability, they integrate eco-friendly practices and support sustainable development, ensuring top-notch service and support in the dynamic Japanese real estate market.

Responsibilities

Main responsibilities:

• Move-in support
  • Work with real estate agencies to source compliant residential properties.
  • Liaise with landlord/agency for refurbishing works, health and safety compliance inspections with specialists along with any other compulsory works before move-in.
  • Arrange temporary accommodation if location is not ready when staff arrives.
  • Prepare temporary float (e.g. kitchen items, sheets) and furniture with moving company for officer before the arrival of their heavy baggage. Then collection once arrives.
  • Conduct induction including property and furniture condition report, inventory check, customer acknowledgements and sign-offs.
  • Update the residential property list and tracker and communicate to stakeholders.
  • Send all the bills to finance team and ensure the rent and utilities are paid timely and concisely.
• Move-out support
  • Obtain departure date and arrange temporary accommodation or float, if required.
  • Check all the furniture and inspect the condition of property before check-out and complete inspection checklist.
  • If any damage above fair wear and tear have occurred then arrange for reimbursement from customer.
  • Communicate with landlord/agency to ensure the full deposit is returned after 4 yearly deep clean. Any exceptions should be well communicated with client.
  • Arrange moving company return furniture back to client site if not reusing the property.
  • Update the residential property list and tracker and communicate to stakeholders.
  • Send all the bills to finance team and ensure the rent and utilities are cut-off in a timely manner.
• Living support
  • Arrange for annual inspections of the property with staff and specialists.
  • Coordinate any repairs.
  • Renew leases as required.
  • Arrange for meter readings, air conditioning cleaning and obtaining maintenance records.
• Subcontractor Management
  • Manage agencies and ensure proper processes are followed up and proper behaviour abided.
  • Provide performance review with procurement team at the end of each fiscal year by giving feedback and providing any evidence.
• Work Order Management
  • Take action to address and close reactive work orders before the due by date in the work order IT system.
• Storage Management
  • Manage and update float and furniture inventory lists.
  • Arrange for bulk pick-up.
• Reports & Data Management & Filing Document
  • Prepare property application pack for internal approval.
  • File compliance inspection results electronically and in hard copy within the office.
  • Report any emergency or incident if any, especially for any health and safety related with the appropriate timeframe.
  • Report energy consumption for sustainability.
  • Clear and timely communication with client and staff.
• Other
  • Ensure payments are made in timely manner.
  • Ad-hoc responsibilities assigned by Facilities Management Team or client
  • Customer focussed communications and experience

Requirements

必須要件：

• 契約書関係の業務経験
• ビジネスレベル以上の英語、ビジネスレベル以上の日本語スキル

歓迎要件：

• レジデンスコーディネートの経験(nice to have)

Salary

3 - 4.5 million yen

Location

Tokyo