Assistant Facilities Manager

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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.
Overall Role
The Facilities Lead will be responsible for leading FM and Fleet operations across Japan offices, overseeing the Facilities Coordinator/ vendor team and ensuring high-quality delivery of workplace and facilities services. This role will act as the primary operational lead for workplace experience, vendor management, office administration, facilities operations, and stakeholder engagement for Shinagawa HQ, Osaka, Sagamihara and other offices in Tokyo and Sapporo.
The position requires strong leadership, operational excellence, customer service orientation, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will demonstrate strong people management capability, strategic thinking, stakeholder management, and experience leading workplace operations within a corporate environment.
Duties & Responsibilities
What this job involves –
Team Leadership & Operations Management
Lead and supervise Facilities Coordinators and workplace support operations across Japan offices
Manage workload allocation, performance monitoring, and team development
Establish operational standards and ensure consistent service delivery
Act as escalation point for workplace and facilities-related matters
Drive continuous improvement initiatives within workplace operations
Facilities Management
Oversee daily facilities operations across Shinagawa HQ, Osaka, Sagamihara, and satellite offices
Ensure smooth execution of preventive and corrective maintenance activities
Lead office inspections and ensure workplace standards are maintained
Support office projects, office moves, renovations, and workplace initiatives
Coordinate after-hours and weekend facilities activities when required
Serve as the primary point of contact for facilities-related inquiries and escalations
Health, Safety & Environment (HSE)
Ensure compliance with local HSE regulations, company standards, and workplace safety policies
Support implementation and maintenance of HSE programs, audits, inspections, and corrective actions
Coordinate emergency preparedness activities and support incident reporting/investigation processes
Promote a strong safety culture and proactive risk management approach across offices
Security Support
Act as the local point of coordination for security-related matters in the absence of a dedicated local Security Manager
Partner with building management, regional security teams, and client stakeholders to support office security operations
Oversee security badge management processes
Support incident escalation, access control, visitor management, and business continuity coordination
Fleet Management
Oversee local fleet management operations and vehicle-related processes
Coordinate with the client’s Global Fleet Manager and local client stakeholders as required
Monitor vendor performance, vehicle usage, compliance requirements, and operational issues
Support reporting and resolution of fleet-related matters in alignment with company policies
Vendor & Financial Management
Manage vendor relationships, service performance, and contract compliance
Review and approve invoices, SAP processes, PO requisitions, and payment tracking
Monitor operational budgets and support cost control initiatives
Ensure timely processing of work orders and vendor invoices through Corrigo or relevant systems
Workplace Experience & Stakeholder Management
Deliver high-quality workplace experience and hospitality services
Build strong relationships with client stakeholders, building management, and internal teams
Support senior leadership and business functions on workplace-related matters
Manage escalations and provide solutions in a timely and professional manner
Lead Quarterly Business Reviews (QBR) preparation and service performance reporting
Manage customer satisfaction tracking and drive improvement actions based on feedback and KPI performance
Mail Room & Administrative Oversight
Oversee mail room operations and administrative support services
Ensure continuity of services including stationery management, reception support, and office supplies
Support corporate seal administration and related governance processes
Coordination with Regional Leadership
Support strategic workplace initiatives and regional IFM programs
Prepare operational reports and provide updates to management
Support implementation of workplace best practices and operational improvements
Candidate Specification
Experience
5+ years of experience in Facilities Management, General Affairs, Workplace Experience, or Corporate Services
Prior experience leading teams or supervising workplace operations preferred
Experience working in multinational corporate environments preferred
Diploma or degree from an accredited institution
Technical Skills
Proficiency in Microsoft Word, Excel, and PowerPoint
Experience with SAP, Corrigo, or similar facilities/work order systems preferred
Strong organizational and operational management skills
Ability to prioritize tasks and manage multiple deadlines effectively
Personal Skills
Strong leadership and stakeholder management skills
Excellent communication skills in both Japanese and English
Customer-focused mindset with strong problem-solving capability
Professional, approachable, and collaborative personality
Ability to work independently and handle escalations calmly under pressure
Location
On-site – Tokyo, Japan
Location:
On-site –Tokyo, Japan
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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