The Facilities Coordinator (FC) will be a part of Enterprise Workplace Strategy team and overseas the Service Desk team, Mail room in Shinagawa HQ and Osaka, also remotely provides facility services to other offices in Tokyo and Kanagawa.
The ideal candidate will have a strong customer service orientation, proactive approach to problem-solving, great hospitality, vendor management skills and flexibility.
Duties & ResponsibilitiesWhat this job involves –
Supervise and Support EWS Service Desk team
Administrative Support
Invoice process, SAP, Invoice Plan/Limit PO requisitions, payment due date management, order/replenish stationery business cards ordering, daily office inspection, coffee machine/tea dispenser management, Receptionist services,
Security Management
Security badge/ building cards management.
Ad-hoc responsibilities assigned by Facilities Manager.
Mail Room Support
Cover Mail Room during lunch break when necessary.
Vendor Management
Deliver concierge service with local expertise and insider knowledge.
Manage transportations request from visitors and employees.
Work Order Management (Corrigo)
Process vendor invoices
Cleaning inspection
Asset management of each office
Receive and process incoming work order request after launching
Facilities Management
Attend facilities projects (after work, weekend included)
Serve as the point of contact for facilities-related inquiries and requests
Align with Client and the Building Security Centre
Corporate seal request
Support to Facilities Manager (FM)
Proceed task assigned by FM
Back up FM in case of the absence
Support local EWS stakeholders on IFM related follow-ups
Candidate Specification
Experience
3-years' experience in GA and/or Facilities Management
Diploma/degree from an accredited institute
Task Skills
Proficiency with Microsoft Word, Excel and PowerPoint.
Prioritise tasks effectively, time management skills
Personal Skills
Ability to meet tight schedules and deliver high quality of work
Good command of communication both in Japanese and English
Good personality with nice balance of professionalism and friendliness
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