Facilities Coordination



Job Family


We show the world what people want.

Join GfK and help us shape tomorrow. As an NIQ company, we are the world's leading consumer intelligence firm, delivering the Full View™ on consumer behavior. We work to enable manufacturers and retailers better understand what consumers really want. Our name has inspired trust for over 89 years because we take pride in discovering new pathways to sustainable growth for our clients, our people, and our planet.

We are always looking for open-minded people who will grow with us, push boundaries, and pioneer disruptive methods in market research, data science, technology, and AI. If you share this passion to drive things forward and the integrity to insist on doing things the right way, we'll equip you to take your future into your own hands and play a leading role in our story.

Job Description


Facilities Operations

  • Responsible for managing the scope across all the principal sites includes operations, initiatives, work order 360 and OVSC closure.
  • Be the point of contact for staff to contact/request Facilities issues/Admin requests 
  • Manage the Plan Preventive Maintenance program to minimize maintenance, repair and replacement costs together with minimizing the risk of any failure 
  • Coordinate with Building for staff request car parking stickers (monthly, yearly) and summarize details/BU for cost allocation to Finance every month) 
  • Providing staff access cards & building access cards for new staffs as per request from HR department 
  • Assist with relocations activities (Minor project) when required by client、Townhall
  • Working with all parties (Business unit, Contractor, Regional team) for new projects and collect voices of complaints from client and escalated to regional team for solution and resolve. 
  • Work closely with safety committee to ensure that whole company align and complied with building safety regulation for staff safety at all time. 
  • Implement building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of the systems. 
  • Extending coordination with Transaction Management leads & Project Management when required.
  • Travel coordination 
  • Legal  Process Management 
  • Market Research Association coordination JMRA/JMA

Procurement & Vendor Management

  • Preparing all invoices by inspection and matching with all PO’s in SAP /JDE system to finance dept.
  • Manage service contracts, including inspections and quality management of service delivery and raised & printed the PO(s)
  • Sourcing suppliers, contact suppliers for quotations and order goods/services.
  • Co-ordinate and monitor the contractor management renew service agreements from our current suppliers or create/bid new service agreements.
  • Procurement policy local implementation 
  • Request handling from Global/Region Procurement, MCI

Risk Management

  • Coordinate a property risk management program which identifies major property risks including occupational health and safety, fire safety and essential services and environmental.
  • Ensure data integrity of all information loaded into systems and comply with the audit process from time to time
  • Ensure escalation procedures are in place and observed for incident and problem reporting including advice to client
  • Assist in the development of guidelines and strategies to protect health and safety of staff and others, protect Client and Jones Lang LaSalle reputations.


  • Monitor and assign Work Order to the team in 360 Facilities
  • Ensure reports are provided for the monthly management reports.
  • Review monthly financial reports including the preparation of accruals and variance analysis with Finance manager, JLL and Client Regional Managers (as required).

We are an ethical and honest company that is wholly committed to its clients and employees. We are proud to be an inclusive workplace for all and are committed to equal employment opportunity, focusing on all of our employees reaching their full potential. 

We respect and value every employee regardless of race, ethnicity, gender, sex, sexual orientation, age, personality, experience, culture, faith, socio-economic status, or physical or mental disabilities.

We endorse the core principles and rights set forth in the United Nations Declaration of Human Rights and the Social Charter of Fundamental Rights of the European Union, promoting the universal values of human dignity, freedom, equality, and solidarity.

Learn more about how we are driving diversity and inclusion in everything we do on: https://www.gfk.com/about-gfk/diversity-and-inclusion

At GfK we work collaboratively with our colleagues but offer a flexible working approach, including dividing our time between office & remote working as well as the opportunity to flex our working hours around team core hours.

We offer an exciting work environment that brings people together. We encourage an entrepreneurial and innovative spirit and make use of the latest digital technologies. We are looking for self-starters, who accept challenges and create solutions.

Can there be a better place to take center stage in the digital revolution? We are excited to get to know you!

Posted: 4 days ago

City: Tokyo

Work Area: Finance

Job Time: Full Time

Requisition ID: R00023271