Client relationship
Monthly operation review meeting with KPI score
Quarterly business review meeting
Reporting including improvements and proposal.
Contract management
Maintain the contracts among related parties.
Provide proper invoice monthly
Understand SOW and the client's expectations with regulations & policies such as EHS, with the use of lending client devices.
Act as the first point of contact to stakeholders enquiries. (a new Ticketing System is planned to be rolled out soon). Including both office operations and business partner service (e.g. Team building and event planning support)Able to provide professional suggestions, recommendations from IFM perspective to Admin team on ad hoc projects for better business support and to deliver the most valuable output to stakeholders.
Monitor and manage the budget for office operations and expenses and provide information to Admin team on a monthly base.
Manage other third-party service provider on behalf of the company when any on-site operation work are taking place.Review SOP on a regular basis.
Coordinate with Building Management office on mandatory building inspections and follow up on correction works as necessary.
Support Admin Projects (e.g. Return To Office, Office move)
Identify operation risks and seek for solutions and commence improvement plans.
Manage Weekly, Monthly report and submission to Admin team
Report the expense what we used correctly & timely
People Skills
Able to effectively communicate with any level of person in a client organisation in both English and Japanese
Able to give coaching and leadership to staff
Able to resolve first line conflicts in regard to customer expectation and delivery
Able to deal with political situations and defuse conflict
Quest for Excellence
Understands great service
Strives to deliver something different
Will not settle for mediocre delivery
Will think in traditional and non-traditional manners
Problem Solving & Strategic Thinking
Ability to connect strategic matters to operational deliverables
Able to articulate solutions and explain them well
Analytical, proven ability to solve problems using an objective approach
Proven ability to employ holistic approaches and looks at long term solutions with the team
Ideal Experience
Minimum 5 years' experience in Facilities Management and 3 years' experience on people operations.
Has experience in handling client matters with the experience to escalate or give first hand advice
Has demonstrated experience in balancing the interests of the client with those of the Firm
Has experience in translating strategic needs into deliverable programmes
Has handled a P&L and or understands financial systems .
Other Personal Characteristics
Customer service-oriented attitude
Friendly, helpful and willing to go above and beyond to help meet our customer's needs
Able to prioritize effectively
Proactive and positive attitude
Team player
Excellent interpersonal and communication skills, including understanding for the use of confidentiality and diplomacy
Excellent multi-tasking, project management and organizational skills
Ability to work in a fast-paced environment and meet deadlines.
Employment Type:
Contract Employee
Work Location:
Shibuya ku, Tokyo
Smoking Policy:
No smoking on premises (designated smoking areas available)
Working Hours: 9:00 AM to 6:00 PM (may vary when working at client sites)
Flextime System:
Core hours apply
Remote Work:
On-site attendance required (remote work subject to consultation)
Holidays:
Two days off per week (includes Japanese national holidays)
Base Annual Salary:
¥5,000,000 - ¥6,500,000 (The above is a guideline; final amount determined based on skill and communication ability assessment after interview)
Overtime Pay:
Included. Base annual salary includes fixed overtime pay (equivalent to 30 hours per month).
Number of Openings: 1
Number of interviews: 2 to 3 times
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