Facilities Manager, Japan in Tokyo - Kita Aoyama at PayPal

Job Description

Job Description

At PayPal (NASDAQ: PYPL), we believe that every person has the right to participate fully in the global economy. Our mission is to democratize financial services to ensure that everyone, regardless of background or economic standing, has access to affordable, convenient, and secure products and services to take control of their financial lives. We’re a purpose-driven company, and our beliefs are the foundation of how we conduct business every day. We’re guided by our core values of Inclusion, Innovation, Collaboration, and Wellness. Collectively, these values inspire us to work together as One Team with our customers at the center of everything we do, and to take care of ourselves, each other, and the communities in which we live and work. We challenge the status quo, ask questions, and find solutions. Join us as we enable the hopes, dreams, and ambitions of millions of people around the world.
The Facilities Management Specialist is a member of the Facilities Operations team in the Global Real Estate Services / Facilities department, reporting to the Head of Facilities Operations, APAC. Location is in the PayPal Tokyo office. The responsibilities will include managing the day- to- day facilities requirements in the Tokyo office.

• Provide reception duties and ensure compliance with security protocol.
• Oversee repairs and maintenance, moves, light construction and admin services such as mail, convenience centers.
• Prepare and management of purchase orders and assistance with preparation and tracking of the budgets.
• Efficiently and competitively manage on-site amenities and employee services (food service, meetings and event planning and scheduling etc.)Partner with local groups on operations solutions, processes, and reporting requirements. Conduct regular site inspections of the facilities to ensure they are being pro-actively managed and maintained to PayPal standards.
• Assist with the facilities to ensure compliance with corporate, city and industry guidelines and regulations. Participate in the selection of outsourced contract services, partnering with Procurement to achieve best terms for PayPal and monitor vendor performance against contracts and service level agreements.
• Plan and deliver facility cost savings and efficiencies identified as part of the Operational Excellence Global Real Estate and Facilities initiative.
• Manage facility maintenance and operations, and coordinate contractors who provide maintenance services and repairs, furniture moves, simple electric projects, painting, cleaning, light construction, and/or exterior cleanup.
• Manage the outsourced vendor Facilities team including cleaning and tea lady.
• Assist with long- term facility management strategies for the facilities, developing creative methods to improve operating efficiencies, decreasing operating costs and achieving favorable performance against industry benchmarks.
• Drive local and corporate best practices throughout the function to ensure consistent and quality operations.

Roles and Responsibilities

Operational Facilities Management: 50%

• Take responsibility and ownership for results, including costs, methods and staffing.
• Reception duties to follow global security requirements
• Manage on-site administrative services (copy services, mailroom services, convenience centers and supplies.)
• Lead teams implementing moves, adds and changes across all facilities partnering with the global space planning team.

Vendor Management: 5%

• Manage ongoing vendor relationships and services agreements.
• Deal with day-to-day Landlord interaction for our leased properties and leasehold obligations.
• Internal Communication and Relationship Management 20%
• Participate in cross-functional meetings to identify growth or change facilities requirements, including resource requirements and timelines. Consistent on -site liaison with all business teams.
• Communicate regularly and timely with Facility Operations management.

Compliance, Reporting and Documentation: 25%

• Maintain documentation on building and greater facilities such as power diagrams, network diagrams, space usage, etc.
• Recognize, support and implement company policies and goals, objectives and procedures from a local perspective.
• Prepare annual operating expense budgets, plan, manage and track/monitor facility operations actual costs against budget and partner with the Real Estate and Facilities Finance team to review monthly spend and issue forecasts.
• Manage and issue monthly and quarterly metric reports against key facility operating metrics utilizing the internal Ops-View tool.

Position Requirements

• Experience of working within a Facilities Management environment with responsibility for Hard & Soft Services and Standards, SLA’s & KPI’s
• A thorough understanding of M&E services and experience of working with BMS
• An understanding of commercial contracts and experience of managing agreed Service Levels within budget
• Excellent people skills and the ability to communicate professionally at all levels
• The ability to manage a very busy workload efficiently and to priorities key tasks
• A good level of computer literacy and knowledge of key packages to produce reports etc. – MS Word, Excel, PowerPoint, Project
• A positive “can do” attitude and a willingness to become totally involved with the Client’s business
• Ability to manage projects as required
• A good knowledge of Building Services, Mechanical, Electrical, HVAC
• Good financial experience, planning, managing and controlling cost
• Previous experience in a customer oriented role would be a distinct advantage
• Experience of working within a high pressured dynamic environment
• Excellent written and verbal communication skills in Japanese and English
• Min 5 years of relevant experience in similar position

Education

• Bachelor Degree not required but work experience and training in the facilities operations profession mandatory.

For more than 20 years, PayPal has remained at the forefront of the digital payment revolution. By leveraging technology to make financial services and commerce more convenient, affordable, and secure, our open digital payments platform gives PayPal’s 400 million active account holders the confidence to connect and transact in new and powerful ways. Through a combination of technological innovation and strategic partnerships, PayPal creates better ways to manage and move money, and offers choice and flexibility when sending payments, paying, or getting paid. Available in more than 200 markets around the world, the PayPal platform, including Braintree, Venmo and Xoom, enables consumers and merchants to receive money in more than 100 currencies, withdraw funds in 56 currencies and hold balances in their PayPal accounts in 25 currencies.
PayPal provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, pregnancy, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, PayPal will provide reasonable accommodations for qualified individuals with disabilities. If you are unable to submit an application because of incompatible assistive technology or a disability, please contact us at [email protected].
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