Job Description
We are seeking a highly motivated and experienced Facilities Manager to join our team. The ideal candidate will oversee all aspects of building operations, including maintenance, safety, and compliance with building codes and regulations. You will ensure the facility is well-maintained, clean, and operating efficiently, while managing vendors and service contracts.
Key Responsibilities and Activities
- Facility Operations : Oversee and ensure the efficient operation of all building systems (electrical, plumbing, etc.) and facilities services.
- Maintenance Management : Manage the preventive and reactive maintenance schedule for all equipment and infrastructure to ensure the building is in optimal condition.
- Vendor Management : Negotiate contracts and oversee relationships with external vendors and landlord (or agent), including cleaning services, security, and repair contractors.
- Health & Safety Compliance : Ensure the building complies with all local safety regulations. Conduct regular safety audits and drills.
- Budget Management : Develop and manage the facilities budget, track expenses, and ensure cost-effective solutions without compromising on quality.
- Team Supervision : Supervise a team, providing training and guidance as needed.
- Space Planning : Manage office layouts, space allocation, and equipment needs to ensure efficient use of space. Also when requested: locating, researching, reviewing and owning new facility adoption, preparation and fit out.
- Emergency Preparedness : Develop and maintain emergency response plans, including fire drills, evacuations, and disaster recovery procedures.
- Ownership of suite of facility related policy and procedure e.g. Business continuity plan, office operations etc.
- Sustainability Initiatives : Promote and implement energy-efficient solutions and sustainability practices within the facility.
- Manage receptionist desk duties in our facilities, partially working from there yourself, while organizing and book additional resources.
- Manage booking any hospitality related queries , i.e. hotel bookings, taxi and restaurant for visitors and meetings as per request.
- Manage and monitor all our building access passes and keys and lockers, including updating badge tracking and reordering keys and passes whenever needed. As well as manage and monitor CCTV, access control, alarms, physical security presence.
- Manage lease reinstatement and restoration , ensuring compliance with lease contractual obligations.
- Manage and monitor all our outgoing and incoming post and couriers and carry out general admin support tasks.
- Coordinate the support to the Production Team in managing and performing administrational tasks on actor and freelance engagements, contracts, questions and trouble shooting.
- Coordinate engagement activities such as employee birthday, maternity, Anniversary workplace gift, manage company events, and etc…
Requirements
- Bachelor’s degree in facilities management, business administration, or related field (preferred).
- Proven experience (typically 3-5 years) as a facilities Manager or in a similar role.
- Strong knowledge of building systems, construction, and maintenance processes.
- Ability to manage multiple projects simultaneously and prioritize tasks effectively.
- Strong problem-solving and decision-making skills.
- Excellent English and Japanese communication skills.
- Proficiency in MS Office and facilities management software (e.g., CMMS systems).
- Strong leadership and management abilities.
- Knowledge of health, safety, and environmental regulations is a plus
- Excellent organizational and time-management skills.
- Ability to work independently and as part of a team.
- Budgeting and financial management skills.
Benefits
- Public holiday
- Annual paid leaves, Special leaves, other types of leaves
- Health insurance, welfare pension insurance, occupational accident insurance etc
- Commuting costs are covered up 30,000 JPY per month
- Fukurikosei club (Relo Club)
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