Facilities Coordinator / Receptionist (バイリンガル受付・庶務) - 渋谷 Job ID 207090 Posted 20-Feb-2025 Service line GWS Segment Role type Full-time Areas of Interest Facilities Management Location(s) Tokyo - Tokyo - Japan **バイリンガル受付／総務・庶務サポート（渋谷勤務、大手外資系クライアントオフィス）** **About the job** CBRE is the global leader in commercial real estate services and investments. With services, insights and data that span every dimension of the industry, we create solutions for clients of every size, in every sector and across every geography. You will be stationed at the client’s site as part of the building operations, facility, and equipment management team.You will provide and lead administrative work, primarily reception and helpdesk at client facilities.This job is part of the Workplace Experience function. They are responsible for providing world-class customer service to the clients and visitors of a designated building. **JOB SUMMARY** The purpose of this position is to oversee the IFM services delivery of building operations and maintenance for a facility, campus, or buildings, across a portfolio of client's sites in Japan, with cross supporting & management of sites in other location / countries within the contractual SLA and KPI requirements. **Key Responsibilities** Support and work with Cluster lead to manage IFM service contracts and delivery, stakeholder relation, ensuring alignment with other CBRE departments to maximize value creation. Take charge of operational and financial performance assigned within the country, ensuring support and performance to team for contract delivery. Work with APAC/Cluster team and support or lead assigned APAC/Cluster programs to drive performance and operational excellence, sustainability, and initiative program across APAC to achieve account objectives. **ESSENTIAL DUTIES AND RESPONSIBILITIES** Site Operations Management l Responds to client inquires and requests. Ensures timely and quality service delivery to clients. Follows up with clients to ensure customer satisfaction. l Assist guests, new hires and employees by issuing ID cards, preparing business cards, allocating personal lockers and conducting office tours. l Manage internal events including photography in the office, decorations, posters, signage display. l Manage and reserve guest house upon request by executive assistants. l Book and manage entertainment events for senior executives. l Arrange telegram, floors and gift for congratulations and condolences. l Coordinate and deliver seasonal gifts and donation with client products. l Manage internal group addresses and access rights of meeting rooms. l Collaborate with team members as part of the Reception/Helpdesk team to complete team tasks within deadlines. l Assist team members to undertake administrative and project tasks as needed. l Support with the maintenance and management of office facilities as needed. l Conduct inspections of office furniture, meeting rooms, and overall facilities, and update record of any defects. l Based on work performance and business needs, support for finance-related tasks may be required. l As a backup of team members, understand all site operations, and work for other team members role and provide our FM services as needed. l Other tasks or duties may be assigned. Reception Services l Greet clients, applicants, and visitors upon arrival. Issue visitor passes and follow security protocols. l Handle and answer a frontline service via reception account e-mail and main phone numbers. l Administrating physical access request for the site staff and sub-contractors at the site. l Manage and reserve meeting rooms upon a request by users l Properly manage sales, sales reports, and inventory at the original brand store. Finance Administration l Invoice management, purchase order processing, and quotation collection. l Deepening understanding of financial processes and financial policies. l Communicate with vendors to place work orders, request quotation creation, and management of progress status and delivery. l Support budget management and tracking process. Operations Excellence l Manage operations and maintenance of facilities within the country together with the team. l Work with team to implement processes, ideas, and technology to improve operations and efficiency. Business Continuity, EHS & Incident Management l Response to emergency and incidents as per agreed SOP and response timeline, l Propose and follow up on recovery and action plan as required. l Support in implementing workplace health and safety (HSE) compliance and evacuation drills. l Promote adherence to industry best practices in labor, health, and safety practices and compliance with client policies. Facility inspection and audits l Arrange, carry out facility inspections & audits for quality assurance and compliance on a periodical basis. l Ensure managed facilities and procedures comply with the local, state, and federal regulations. l Create and generate related inspection and audit reports as required. IFM Reporting l Consolidate information & generate reports, communications & documents as required by management. l Prepare and provision of IFM reporting, weekly, monthly, quarterly reporting as required. Project support & management l Manage and execute FM projects that arise as needed. l Provide support and work with project team on the management of projects when needed. Contract & Vendor Management l Management and supervision of vendors and contractors to ensure fulfillment and compliant to contractual agreement and regulatory compliance. **OTHER SKILLS/ ABILITIES** **ATITUDES** l Self-motivated and systematic. l Results/ task orientated, attention to detail and accuracy. l Ability to work as part of a team, as well as independently. l English and Japanese language skills l Computer PC and Software skills. l Good engagement with team and client end users l Committed to customer service delivery. l Reliable and committed. l Willing to learn. l Calm manner, able to work under pressure and with changing demands and priorities. l Be flexible to work outside core office hours from time to time. **REQUIREMENTS** **Education and Experience:** l 2 years’ experience in general affairs, customer support, facilities management, office management, reception or related roles. l Working knowledge of Microsoft Office products. Examples include Word, Excel, Outlook, etc. l Candidates that show strong interest and willing to be trained and learn from team members and managers will also be considered for the position. CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)