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CBRE Facilities Coordinator (Event Support) in Tokyo, Japan

Facilities Coordinator (Event Support)

Job ID

178621

Posted

01-Aug-2024

Service line

GWS Segment

Role type

Full-time

Areas of Interest

Facilities Management

Location(s)

Tokyo - Tokyo - Japan

JOB SUMMARY

The purpose of this position is to provide assistance to the facility management team to ensure the successful competition of client facility needs as onsite staff. Team size is approx. 1 staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  1. Responds to client inquires and concerns. Ensures timely and quality service delivery to clients. Follows up with clients to ensure customer satisfaction.

  2. Support events and room setup/removal.Assist in moves and relocation of furniture as per request.Assist with space configuration at client conference center (including but not limited to: meeting rooms, multi-purpose rooms, Auditorium, pre-function space and café etc) as per users’ event requirements.Support space management before, during and post event as per users’ event requirement .

  3. Issue purchase orders to the vendors

  4. Support budget, monthly finance report and forecast with handling invoices to the client, invoices from the vendors, and following up payment delay.

  5. Be the person in charge of contract management and Seal request

  6. Administrating physical access request for the site staff and sub-contractors at the site

  7. Support Facility management activities

  8. EHS single point of contact; manage EHS related activities and Audit for site team on all related actions with support from regional and local EHS leaders.

  9. Prepare quarterly diversity report

  10. Support onboarding staff and transferring staff

  11. File management

  12. Works associated with each of the all above items.

  13. Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES

No formal supervisory responsibilities in this position.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and EXPERIENCE

High school diploma or general education degree (GED) required. Minimum of two years of related experience and/or training.

CERTIFICATES and/or LICENSES

None

COMMUNICATION SKILLS

Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.

FINANCIAL KNOWLEDGE

Preferable basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.

REASONING ABILITY

Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.

OTHER SKILLS and/or ABILITIES

Basic skills with Microsoft Office Outlook. Business level English and Japanese

SCOPE OF RESPONSIBILITY

Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.

CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)

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