Facilities Manager

About the Role:

The Facility Manager is the Supplier’s single point of accountability for the day-to-day delivery of hard and soft facilities services across Jefferies’ Tokyo premises (Levels 30 and 33, Tokyo Midtown Hibiya). Operating in a demanding, security-sensitive financial-services environment, the role ensures a safe, compliant, high-quality and welcoming workplace; meets contractual KPIs and SLAs; manages budgets, vendors and subcontractors; and acts as the primary on-site liaison between Jefferies, the landlord and building management, and the global account team. As an independent outsourcing arrangement under Japanese law, the Facility Manager directs all on-site personnel and is the conduit through which client service priorities are received and delivered.

**Working arrangements: on-site, core hours approx. 08:45–17:15, with flexibility for events, incidents and out-of-hours emergency response.

What You’ll Do:

• Service delivery & operations: Plan, coordinate and oversee all in-scope hard services (HVAC, BMS/BAS, LV electrical, DX/VRF air-conditioning, water hygiene, fire and life-safety, emergency lighting) and soft services (cleaning, front-of-house/reception, mail room, meeting-room management, waste and confidential waste, pest control, porterage, space management), maintaining a seamless workplace experience and protecting critical comms/equipment rooms.

• Maintenance & SLA performance: Own the planned (PPM) and reactive maintenance regime; ensure work orders are correctly prioritised and closed within agreed SLA response times (including critical/statutory reactive attendance within 15 minutes), with root-cause analysis on failures.

• Health, safety & statutory compliance: Act as on-site health-and-safety coordinator; ensure full compliance with Japanese building, fire, electrical and occupational-health-and-safety law; maintain risk assessments, method statements, permits-to-work, statutory logbooks and up-to-date certifications.

• KPIs, reporting & governance: Measure, achieve and report monthly on KPIs/SLAs; safeguard the fee-at-risk position; prepare data and lead/support Quarterly Business Reviews; operate within the contract governance and change-control framework.

• Financial & commercial management: Manage the Base Services budget, Account Management Services budget and Above-Base / pass-through spend; produce forecasts, variance analysis and cost-saving initiatives; raise and track purchase orders and validate vendor invoices.

• Vendor, subcontractor & landlord management: Manage on-site vendors and approved subcontractors (including Shinei for periodic maintenance) to required standards; coordinate closely with the landlord and building management in a multi-tenant building; manage contractor escorts and access control.

• Client & stakeholder relationship: Serve as the visible, day-to-day point of contact for Jefferies Corporate Services and occupants; manage escalations, communications and complaints; champion service excellence and continuous improvement.

• People, systems & mobilisation: Lead, schedule, train and develop the on-site team and the interface to the 24/7 helpdesk, managing working hours and attendance in line with Japanese labour law; champion the CMMS/CAFM and service-request (JRequest) platforms; support Go-Live mobilisation, develop measurement tools within 90 days, and contribute to BCDR readiness.

What You’ll Need: Linguistic skills

• Japanese — native or near-native business proficiency (JLPT N1 or equivalent), spoken and written; essential for dealings with the landlord, local authorities, Japanese subcontractors and local Jefferies staff.

• English — strong business-level proficiency, spoken and written, to operate within an English-language contract, report to the global/regional account team and produce bilingual documentation.

• Able to translate and interpret operational and contractual matters fluently between Japanese and English.

Technical / hard skills

• Solid understanding of building services, layout changes, tenant moving in/out project planning and execution, solid understanding of M&E (HVAC, BMS/BAS, LV electrical, DX/VRF, water hygiene/legionella, fire and life-safety) in a critical or corporate environment.

• Working knowledge of Japanese statutory, fire, electrical and OSH compliance, including risk-assessment and permit-to-work disciplines.

• Proficiency with CMMS/CAFM/IWMS, work-order and PPM management, and SLA prioritisation.

• Financial and commercial acumen — budgeting, forecasting, variance analysis, pass-through/management-fee models, and PO/invoice management.

• Strong MS Office skills, especially Excel and PowerPoint, plus reporting/BI dashboards; able to produce clear, accurate bilingual reports.

Qualifications & experience

• Degree or vocational qualification in facilities management, engineering or building services; IWFM/IFMA membership desirable.

• 5+ years’ FM/IFM experience, ideally in corporate or financial-services / critical environments in Japan.

• Proven experience managing multi-service delivery, vendors/subcontractors and landlord-managed, multi-tenant buildings; mobilisation or transition experience an advantage.

• Recognised health-and-safety qualification (Japanese OSH certification or NEBOSH/IOSH equivalent) desirable.

Soft skills

• Outstanding stakeholder management and communication, with a genuine service and hospitality mindset.

• Effective people leadership across an on-site team and a remote helpdesk, and across cultures and time zones.

• Strong problem-solving and decision-making, with composure under pressure and during incidents/emergencies.

• Excellent organisation, prioritisation and attention to detail; sound negotiation and influencing ability.

Personal attributes & characteristics

• Professional, discreet and trustworthy — well suited to a confidential financial-services setting.

• Proactive self-starter with a strong sense of ownership and accountability.

• Resilient, calm and flexible in a demanding, fast-paced environment.

• High standards and quality-driven, with a continuous-improvement mindset.

• Culturally fluent — bridges Japanese local practice with global corporate standards; approachable, personable and collaborative, leading visibly from the front of house.