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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.
1. Position Summary
The Workplace Services Lead Coordinator serves as the primary owner of the frontline employee experience and operational excellence. This role goes beyond high-touch hospitality to spearhead the day-to-day coordination of workplace services, ensuring the highest standards of professional support and service consistency.
As a Lead, you act as the critical liaison between client stakeholders and the operational team, driving service improvements and managing complex logistics. You are responsible for overseeing the concierge team’s performance, refining administrative processes, and ensuring that every aspect of the workplace—from daily inquiries to facility logistics—is executed with a focus on efficiency, productivity, and a premier hospitality mindset.
2. Key Responsibilities
■ Employee Support & Inquiry Management
- Request Handling: Monitor and process employee requests via internal ticketing systems and communication platforms (e.g., Slack, Microsoft Teams).
- Information Management: Maintain and update internal FAQ pages, office guidelines, and operational manuals to ensure employees have access to current information.
- Problem Resolution: Serve as the first line of support for workplace-related questions, escalating complex issues to the appropriate technical or management teams.
■ Office Asset & Logistics Management
- Lost & Found Operations: Manage the end-to-end process for lost property, including logging items, notifying owners, and conducting periodic audits and disposals.
- Office Supplies & Equipment: Oversee the lending and maintenance of office equipment and supplies. Manage the inventory and registration process for employee business card orders.
- Storage & Locker Management: Coordinate the allocation and clearance of employee lockers (cubbies) and maintain organized temporary storage areas.
■ Security & Access Coordination
- Access Badge Administration: Manage the lifecycle of office entry badges, including data entry for new hires, inventory audits, and the recovery of badges from departing staff.
- Compliance & Safety: Ensure all access-related tasks and physical workspace checks are performed in accordance with company security policies.
■ Event & Operational Support
- On-site Event Coordination: Provide logistical support for internal events, including catering coordination (e.g., lunch deliveries) and distribution of company merchandise/swag.
- Internal Collaboration: Liaise with Mail Center, Facilities, and IT teams to ensure daily office operations and special projects are executed smoothly.
■ Client Relations & Reporting
- Operational Reporting: Prepare and present regular operational reports (monthly and quarterly) to client stakeholders.
- Feedback Management: Collect client requests and feedback, and design/execute service improvement plans based on those insights.
■ Procurement & Budget Management
- Procurement Oversight: Review and approve procurement activities managed by partner companies, and audit inventory levels to ensure optimal stock.
- Budget & Cost Optimization: Manage budgets for office supply related expenses and proactively propose cost optimization strategies.
3. Qualifications & Skills
- Professional Experience: Proven track record in hospitality or corporate soft services (front-of-house, concierge, or workplace experience management).
- Service Excellence: Strong background in delivering premium, high-touch customer experiences, with a demonstrated ability to train or guide team members in maintaining service quality.
- Language Proficiency: Business-level proficiency in both English and Japanese (written and verbal) to support a diverse workforce.
- Technical Skills: Strong command of office productivity suites (e.g., Google Workspace or Microsoft 365). Experience with CRM or Ticketing software is a plus.
- Organizational Skills: Exceptional attention to detail and the ability to prioritize multiple tasks in a fast-paced environment.
- Hospitality Mindset: A proactive, service-oriented attitude with a focus on providing a positive experience for all employees and visitors.
Location:
On-site –Tokyo, JapanIf 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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