Facilities Coordinator

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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
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Monthly billing verification, invoice receiving and payment settlement
Verify monthly billings with suppliers
Receive invoice from suppliers and initiate and coordinate for payment process
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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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