Job Summary
We are seeking a bilingual Project Coordination Specialist to support workplace, facilities, and real estate-related projects within a global corporate environment. Working closely with project teams, asset management, change management, business stakeholders, and external vendors, this role will provide coordination support throughout the project lifecycle, helping to drive efficient delivery, stakeholder alignment, and effective communication.
This position is primarily based on-site in Tokyo.
Key Responsibilities
Project Coordination & Support
- Coordinate information and requirements between project teams and asset management stakeholders.
- Support vendor onboarding activities and liaise with internal finance, procurement, and operational teams to facilitate purchase orders and payment processes.
- Assist with information gathering and reporting requirements.
- Support stakeholder communications related to project planning, change management, and engagement activities.
Design & Procurement Coordination
- Coordinate and track business unit requests and ensure appropriate routing to project teams.
- Organize and facilitate meetings between project teams, design teams, and business stakeholders.
- Coordinate discussions involving internal functions such as technology, security, infrastructure, and workplace teams when required.
- Support procurement processes and third-party review activities in partnership with sourcing, asset management, and project teams.
- Facilitate communication among stakeholders during tendering and approval processes.
Project Execution Coordination
- Coordinate change request approval processes across multiple internal teams.
- Support communications with business units during relocation, implementation, and execution phases.
- Track, consolidate, and route stakeholder requests to the appropriate project teams.
- Identify and escalate project risks or issues when necessary.
- Facilitate issue resolution and stakeholder alignment throughout project delivery.
- Coordinate access-related requests and stakeholder requirements during project execution.
Close-Out Coordination
- Support project handover activities and transition processes.
- Assist with project documentation, reporting, final accounts, and payment tracking.
- Coordinate stakeholder inspections, reviews, and sign-off activities.
Site & Vendor Coordination
- Provide on-site coordination support with project managers, contractors, landlords, facility management teams, and other stakeholders.
- Support site access coordination and logistics activities as required.