Hard Service Facility 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

The Hard Service Facility Coordinator will be responsible for the following.
Main responsibilities: 

• Site Operation Management (including vendor management)
  • Manage Trouble Ticket and Requests - interface with internal customers and action queries promptly in line with service level agreements
  • Manage and maintain regular contact and meetings with relevant vendors - to report on issues, recommendations and cost estimates
  • Manage day-to-day health and safety issues – Manage EHS related operations: primarily conduct and maintain records of fire safety teams/fire drills/safety equipment/training
  • Consolidate information & generate reports, communications & documents as required by hard service manager
  • To assist site inspections and assessments to ensure all building procedures and performance measures are always maintained
  • Drive key initiatives for process improvements and drive efficiencies
  • Assisting hard service manager through PPM management with local vendor
  • Assist in plan, support and participate to hard services event/project hosted by hard service manager
  • To be an assistant POC of the site and manage/maintain good relationships with local vendors
  • Assisting multiple vendors management to deliver services on time and within budget
  • Assist the company's Procurement Team in the vendor procurement processes in accordance with agreed Commonwealth procurement rules as well as company's procurement best practices
  • Achieve Key Performance Indicators and Service Level Agreement targets
  • Responsible for all other duties and tasks relating to facility operation
• Client/Stakeholder Management
  • Supporting hard service team member to deliver excellent customer service to meet client’s onsite expectations
  • Supporting the procedures to ensure service delivery meets contractual obligations and standards and client expectations
• Finance and Commercial Management
  • Supporting site’s financial operations are meeting targets and control requirements
  • Assist and monitor financial processes to ensure account payable procedures are always followed
  • Supporting hard service manager to ensure that all contracts are professionally delivered at the right cost and in line with the company's Code of Ethics
• Health and Safety Management
  • Supporting in review of Safe Work Method Statements (SWMS) prior to works being under-taken on site
  • Making sure that site is always in safe condition and supporting hard services manager in raising any issues related

Requirements

Minimum requirements:

• Tertiary education in relevant field
• Minimum of two (2) years of experience in facilities, property management, hospitality or related field
• Experience in or capability of working in a diplomatic environment
• Core Competencies:
  • Be familiar with the Scope of Work (SOW) and assist Reporting Manager in the delivery of Client Satisfaction, Uninterrupted site operation and continuously improving services under FCDO policies
  • Proficient in MS Applications such as Excel, Word and PowerPoint
  • Communicate effectively orally and in writing
  • Enthusiasm to learn new things especially in facilities (hard services) for own step up
  • Team player, motivate and engage with colleagues
  • Client focus & relationship management
  • Problem solving and strategic thinking skills
  • Security clearance

Salary

6 - 8 million yen

Location

Tokyo