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Facilities Coordinator (FC)
Overall Role
The Facilities Coordinator (FC) will be part of the Facilities Management team and support workplace operations across Shinagawa HQ, Osaka, Sagamihara, Tokyo, and Sapporo offices. This role oversees the Service Desk team and Mail Room operations in Shinagawa HQ, Osaka, and Sagamihara, while also providing remote support to other office locations.
This role requires excellent organizational skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate demonstrates a customer-focused mindset, proactive problem-solving ability, hospitality-oriented service, vendor management capability, and operational flexibility.
Duties & Responsibilities
What this job involves
Supervise and Support Service Desk Team
Support daily Service Desk operations and maintain high service standards
Coordinate internal requests and ensure timely follow-up and resolution
Provide operational support and guidance to team members as needed
Administrative Support
Raise POs, manage payment processes and due date tracking, and support budget management in SAP.
Order and replenish office supplies and business cards
Conduct daily office inspections
Manage coffee machines and tea dispensers
Support receptionist-related services and workplace operations
Security Management
Manage security badges and building access cards
Coordinate with building management and security teams when necessary
Mail room support
Provide comprehensive support for Mail Room operations to ensure timely and efficient service
Maintain shipment and delivery data management records
Coordinate with courier vendors and manage vendor relationships
Vendor Management
Manage vendor relationships and monitor service quality
Deliver concierge-style support with local expertise and hospitality
Coordinate transportation requests for visitors and employees
Work Order Management (Corrigo)
Receive and process incoming work order requests
Track and follow up on facilities-related tickets
Process vendor invoices associated with work orders
Facilities Management
Manage office assets across supported locations
Participate in facilities-related projects, including after-hours or weekend work when required
Serve as primary point of contact for facilities-related inquiries and requests
Support to Assistant Facilities Manager
Perform tasks assigned by the Assistant Facilities Manager
Act as backup for the Assistant Facilities Manager during absences
Support local stakeholders on IFM-related follow-ups
Candidate Specification
Experience
Minimum 3 years of experience in General Affairs (GA) and/or Facilities Management
Diploma or degree from an accredited institution
Technical Skills
Proficiency in Microsoft Word, Excel, and PowerPoint
Experience with SAP and facilities/work order management systems is preferred
Strong prioritization and time management skills
Personal Skills
Ability to work under tight schedules while maintaining high-quality output
Strong communication skills in both Japanese and English
Professional, approachable, and service-oriented personality
Strong teamwork and stakeholder management skills
Flexible and proactive attitude toward workplace support operations
Reporting Line
Report to: Assistant Facilities Manager
Location
On-site – Tokyo, Japan
[Place of Work]
Location: Within Tokyo’s 23 wards
[Working Hours and Days Off]
Working…