Workplace Coordinator - Enterprise Services

At BBH, Partnership is more than a form of ownership—it’s our approach to business and relationships.  We know that supporting your professional and personal goals is the best way to help our clients and advance our business. We take that responsibility seriously. With a 200-year legacy and a shared passion for what’s next, this is the right place to build a fulfilling career.

Enterprise Services - Workplace Coordinator

Position Overview

Responsible for the comprehensive management of both hard and soft facility services, including strategic oversight of building systems, vendor relationships, and customer experience. This role involves physical and virtual infrastructure management with customer service excellence, ensuring optimal workplace operations while enhancing occupant satisfaction and wellbeing

Core Responsibilities

Hard Services Management

• Support the manager in the oversight of critical building systems including HVAC, electrical, plumbing, and fire safety
• Supervise preventive maintenance programs for all technical infrastructure
• Coordinate with engineering teams to resolve complex technical issues and implement system upgrades
• Work with the manager and select vendors to ensure regulatory compliance with building codes, health and safety standards, and environmental regulations
• Participate with the manager in supervising technical infrastructure projects from planning through implementation
• Conduct regular technical audits and develop improvement strategies for building systems overseen by BBH

Soft Services Management

• Enhance customer experience through responsive customer service and proactive communication
• Oversee housekeeping, reception, and concierge services to maintain a professional environment
• Develop and implement space planning strategies that optimize workplace efficiency and comfort
• Coordinate move management services with minimal disruption to business operations
• Create and maintain environmental quality standards for lighting, air quality, temperature, and acoustics
• Implement workplace amenities and services that support occupant wellbeing and productivity

Operational Management

• Provide day to day inquiry support for the Travel Management and Expenses Management function, having a working knowledge of the T&E policy and the available systems used for these services
• Negotiate and administer service contracts with technical and non-technical vendors
• Implement sustainable facility management practices to reduce environmental impact
• Lead cross-functional teams to execute renovation and construction projects
• Create and maintain documentation for all facility systems, services, and procedures
• Oversee vendor invoice processing while maintaining accurate cost information
• Conduct daily facility inspections to ensure safe and efficient operations

Stakeholder Management

• Build strong relationships with internal users, building management, and landlord representatives
• Collaborate with internal departments to address facility-related needs and concerns
• Lead admin staff and service providers to deliver exceptional support
• Serve as a back up liaison between occupants and building management
• Facilitate effective communication between technical teams and non-technical stakeholders
• Present facility performance reports and recommendations to senior management

Qualifications

Education and Experience

• Bachelor’s Degree or equivalent.  Training in facilities management or property management is desirable, or a related field.
• Minimum 2-5  years of progressive experience in facility management
• Demonstrated experience with  both technical systems and service delivery

Technical Knowledge

• General knowledge of building systems including HVAC, electrical, plumbing, and fire safety
• Understanding of energy management and sustainability principles
• Working knowledge of project management methodologies

Soft Skills

• Excellence in customer service and stakeholder management
• Solid written and verbal communication skills in a corporate setting
• Demonstrated problem-solving and conflict resolution abilities
• Experience with financial and budget management expertise
• Ability to balance technical requirements with customer experience priorities
• Strong organizational skills with attention to detail

Working Conditions

• Onsite position at Brown Brothers Harriman Tokyo office, requiring in-person presence to provide hands-on work and customer-facing responsibilities
• Regular inspections of various facility areas
• Occasional after-hours emergency response required
• Fast-paced environment with multiple competing priorities
• Collaboration with diverse stakeholders across the organization
• Advanced English language skills

We value diverse experiences. We value diverse experiences and transferrable skillsets. If your career hasn’t followed a traditional path, includes alternative experiences, or doesn’t meet every qualification or skill listed in the job description, please do go ahead and apply.

About BBH:

Brown Brothers Harriman (BBH) is a premier global financial services firm, known for premium service, specialist expertise, technology solutions and partnership approach to client management. Across Investor Services and Capital Partners, we work with an enviable roster of sophisticated clients who make BBH their first call when they are tackling their hardest challenges. Delivering for our clients and each other energizes us.

We believe that how we do our work is just as important as what we do. We are relentless problem solvers who know our best ideas come from collective debate and development—so we are never possessive about our ideas. Every day we come together as a diverse community of smart and caring people to deliver exceptional service and expert advice—creating success that lasts. No matter where you sit in the organization, everyone is empowered to contribute their ideas. BBHers can pick up the phone and call any colleague, and they are happy to help. Expanding your impact beyond your daily role is part of how we operate as trusted partners to one another. 

We believe stability is a competitive advantage, but being stable means having the knowledge, skill, and discipline to evolve, often—pushing the boundaries of innovation.  As a private partnership, every investment we make is in the relationships, technologies, products and development we believe are in the long-term interests of our clients and our people. Our long-tenured leaders are experts in their areas and are actively involved in the day-to day business, taking the time to provide guidance and mentoring to build the next generation of BBHers. Because we know, our success begins with yours.

Go to BBH.com to learn more about our rewards and benefits, philanthropy, approach to sustainability or how we support you to thrive personally, physically and financially.