Assistant Facilities Manager

JLL empowers you to shape a brighter way .

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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For additional details please see our career site pages for each country.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may email us at [email protected] . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.