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JLL Logo JLL · Office Administration

Workplace Experience Coordinator

Japan, Tokyo · Job Posted March 08, 2026
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Job Description

As a Workplace Experience & Operations Coordinator based in Tokyo, Japan, you will own the overall workplace experience, be the first impression of Client for employees, visitors, and partners - delivering a high-touch, high-impact workplace experience. You’ll be responsible for managing daily operations in the Tokyo, Japan office, including collaboration with the local building Community team.

Job Responsibility

  • Take ownership for the overall workplace experience and be empowered to identify and resolve issues end to end
  • Serve as the first point of contact for employees and visitors in Tokyo, Japan, delivering warm, professional hospitality while following site security protocols and issuing visitor passes
  • Conduct daily office walkthroughs to ensure a clean, safe, and well-stocked environment
  • Oversee mail, shipping and receiving, office supplies, snacks, and general inventory
  • Manage employee requests through the Jira ticketing system or as advised by Client
  • Coordinate and execute on-site and remote events: taking ownership and making real time decisions to secure space, manage AV setup and takedown, greet guests, and liaise with catering or logistics teams
  • Support and manage meeting rooms, all-hands spaces, and other bookable areas - helping troubleshoot calendar clashes and ensuring the environment is meeting-ready
  • Coordinate with external vendors and building partners for day-to-day services (cleaning, IT support, catering), ensuring consistent service delivery and building relationships
  • Maintain a strong working relationship with building management teams - coordinating access control, cleaning schedules, maintenance visits, and ongoing facilities needs
  • Act as a culture ambassador: support Workplace-led employee programs, foster inclusive spaces, and help implement company-wide traditions and celebrations
  • Set up desks, provision equipment, and conduct office tours for new hires
  • Communicate updates and announcements through Slack or email, ensuring clarity around visitor experience, space usage, and office operations
  • Work closely with the Workplace Operations Lead on regional initiatives, office rollouts, employee programs, and special projects
  • Collaborate with the co-working/serviced office partner and Workplace Security during safety drills, evacuation exercises, and on-site projects

Requirements

  • 3+ years of experience in office coordination, hospitality, facilities, or workplace operations
  • A strong operational mindset with a genuine passion for building meaningful employee experiences
  • Proven ability to manage multiple projects and competing priorities with exceptional attention to detail
  • Excellent written and verbal communication skills across email, Slack, and in-person interactions
  • Proficiency in Google Workspace (Docs, Sheets, Slides) and comfort using internal systems like Jira or help desk platforms
  • A proactive, positive, and solutions-oriented attitude - someone who thrives in fast-paced, people-first environments
  • Fluency English is required
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