Facilities & Administration Coordinator

Facilities & Administration Coordinator (English follows)

Position Summary

The Facilities & Administration Coordinator is responsible for overseeing the day-to-day facilities operations of the Consulate and the official Residence, including coordinating maintenance, repairs, and services with external contractors. The role also provides administrative and accounting support to ensure the smooth and efficient operation of the office.

Key Responsibilities

The responsibilities include, but are not limited to, the following:

Facilities & Maintenance Coordination

• Coordinate maintenance, repair, and service requests with external contractors
• Obtain and analyze quotations from vendors and service providers
• Schedule and follow up on maintenance and repair work
• Oversee maintenance activities such as HVAC, mechanical, plumbing, lighting, electrical, fire protection systems, pool equipment, Phone/Data Connection etc.
• Monitor building conditions and report issues as needed
• Maintain records of facility maintenance activities and contracts
• Ensure compliance with all provincial/federal/municipal legislation and standards in conducting the above-mentioned tasks

Administration & Accounting, General Office Support

• Process invoices, expense claims, and payment documentation
• Support basic bookkeeping and financial record-keeping
• Maintain organized filing systems and administrative records
• Liaise with accounting service providers as required
• Provide general administrative and clerical support
• Assist with procurement of office supplies and equipment
• Support internal coordination and communication tasks
• Perform other duties as assigned

Required

• Must be a Canadian citizen or permanent resident
• Strong communication and writing skills in both French and English especially for dealing with external vendors and service providers
• Ability to multi-task, prioritize assignments, and manage time effectively in a fast-paced environment
• Ability to quickly learn new tasks and consistently deliver meet deadlines
• Previous experience in administration, facilities coordination, maintenance support, or a related field
• Basic understanding of accounting processes (invoices, payments, expense tracking)
• Proficiency in Microsoft Office (Word, Excel, Outlook)

Preferred

• In-depth knowledge of local laws and regulations on construction and maintenance
• Experience coordinating building maintenance or facility services, including experience as a Building Superintendent
• Knowledge of procurement and vendor management processes
• Knowledge of Japanese

Personal Attributes

• Positive and proactive attitude with a strong sense of initiative
• Ability to work both independently and as a part of team, following directions in an efficient and professional manner
• Strong problem-solving skills
• Decorum and behavior befitting a diplomatic mission

Employment Details

• Position Type: Full-time
• Work location: Mainly at Consulate General of Japan in Montreal. In addition, the Consulate General’s Residence, and other locations as directed
• Working Hours: 09:00 – 17:00 (including lunch break 12:30 - 13:30), five (5) days a week, Monday to Friday
• Salary (Monthly Remuneration): The salary will be determined according to the norms of the Government of Japan. Please indicate the desired monthly salary
• Social Benefits: Group insurance, paid vacation, and other benefits according to the Consulate's policies
• Contract Duration: One year and eleven months from the date of employment, with the first three months being a probationary period. There is a possibility of renewal to a long-term contract after evaluation of the work quality
• How & Application Process
• Step 1: Submission of Application Documents
• Interested candidates are invited to submit the required documents to:
• administration@mt.mofa.go.jp
• Application Deadline: Friday, August 7, 2026 (no later than 17:00)

Required Documents

• Resume in Word or PDF format, including professional experience and achievements
• Proof (copy) of Canadian citizenship or permanent residency

*Please ensure that the total size of the attachments does not exceed 9 MB. If the file size exceeds this limit, please submit your application in multiple emails.

• Applications that do not meet the requirements for the required documents mentioned above will be automatically rejected.
• Step 2: Interview and Written Exam

Only those selected for an interview will be contacted. The interview and exam will be conducted in person at the Consulate General.

*We will not respond to requests from recruitment agencies.