Reception & Workplace Coordinator

Facilities Coordinator – Soft Services Account Databricks Japan

Position Facility Coordinator

Reporting to Regional Account Manager

Position Overview The Facilities Coordinator is responsible for managing and coordinating facility services to ensure a clean, safe, and welcoming environment for client. This role oversees day-to-day soft services operations including cleaning, catering, waste management, pest control, and reception services while maintaining high service standards and client satisfaction.

Key Responsibilities Service Delivery Management Coordinate and oversee soft services vendors including cleaning contractors, catering suppliers, waste management providers and building management. Monitor service quality through regular inspections and ensure compliance with service level agreements. Address service deficiencies promptly and implement corrective actions to maintain consistent standards across all facilities.

Vendor and Contract Management Serve as primary point of contact for services vendors, managing relationships and ensuring contractual obligations are met. Coordinate vendor schedules, access requirements, and service delivery times to minimize disruption to building operations. Review invoices for accuracy and process payments in accordance with approved budgets and procurement procedures.

Quality Assurance and Inspections Conduct regular facility walkthroughs and inspections to assess cleanliness standards, waste disposal efficiency, and overall facility presentation. Document findings, track corrective actions, and maintain quality assurance records. Implement continuous improvement initiatives to enhance service delivery and occupant satisfaction.

Health, Safety, and Compliance Ensure all soft services operations comply with health and safety regulations, environmental standards, and company policies. Maintain current knowledge of relevant legislation including waste management requirements, cleaning product safety, and food hygiene standards. Coordinate safety training for vendor personnel.

Client and Occupant Relations Respond to occupant requests, complaints, and feedback regarding soft services in a timely and professional manner. Build positive relationships with clients, understanding their needs and expectations. Communicate service schedules, disruptions, or changes effectively to minimize impact on daily operations.

Budget and Cost Management Monitor soft services expenditures against approved budgets, identifying cost-saving opportunities while maintaining service quality. Prepare budget forecasts and variance reports. Review and validate vendor invoices before processing for payment. Recommend efficiency improvements and cost-effective service delivery alternatives.

Documentation and Reporting Maintain comprehensive records of service schedules, inspection results, vendor performance, incident reports, and occupant feedback. Prepare regular reports on soft services performance, key metrics, and service delivery trends for management review. Utilize facility management systems to track work orders and service requests.

Required Qualifications

• 2-3 years experience in facilities operations or similar field.
• Great vendor management skills.
• Superior customer service skills and a strong orientation to provide exceptional JLL customer experience.
• Ability to maintain professionalism under stressful situations.
• Ability to plan and manage work under time constraints.
• Ability to multitask and work without direct supervision.
• Strong written, verbal and people skills
• Strong organizational skills and collaborative style
• Have capability of customizing administrative reports
• Experience using facilities ticketing tools.
• General computer skills. Google suite, Excel, Jira and Slack knowledge is a plus.
• Can-do attitude and the ability to solve a wide variety of problems creatively and quickly.
• Fluency in local language and English.