This role will lead office operations and administration for our Tokyo site, a key hub supporting three distinct business units. The position requires a strong leader who can balance differing priorities, manage budgets carefully and deliver solutions that work for all teams.
Workplace Strategy and Planning
- Implement and maintain a workplace environment aligned with global standards while respecting Japanese business practices and local operational needs
- Optimize space allocation and lead long-term space planning in partnership with global facilities leadership and local stakeholders
- Support hybrid working policies through effective office design, desk management, and flexible work arrangements suitable for Japanese business culture
Facilities Operations and Compliance
- Oversee day-to-day facilities operations, ensuring the site is safe, secure, clean and reliable
- Manage relationships with Japanese service providers (cleaning, security, maintenance, utilities), ensuring clear contracts and high-quality delivery
- Ensure full compliance with Japanese health, safety, fire, and environmental regulations, as well as global company standards
- Conduct regular site inspections and proactively address operational risks or maintenance issues
Budget and Financial Management
- Manage the Tokyo office facilities budget, ensuring accurate forecasting, transparent reporting and cost efficiency
- Monitor and track expenses, identifying opportunities to deliver savings while maintaining service quality
Team Management
- Lead and support local administration and facilities staff, including 3 reception and office support roles
- Provide guidance, coaching and clear expectations, fostering a collaborative and service-oriented culture
- Ensure staff are trained and equipped to operate effectively and safely
Technology and Workplace Innovation
- Coordinate with IT to implement and maintain workplace technologies (e.g. access systems, AV equipment, booking platforms)
- Identify opportunities for process improvements and smart tools, balancing global best practices with local feasibility
Employee Experience And Engagement
- Ensure the workplace supports well-being, engagement and productivity, with sensitivity to Japanese work culture
- Act as a trusted point of contact for employee feedback on workplace services and environment
Sustainability and Environmental Responsibility
- Implement sustainable practices in office management, reducing waste and energy usage
- Promote eco-friendly initiatives such as recycling, efficient equipment, and greener office design
- Provide local data to the global sustainability team for benchmarking and continuous improvement
Vendor and Stakeholder Management
- Negotiate contracts and manage relationships with Japanese suppliers, ensuring service levels meet company standards
- Liaise with key internal stakeholders (HR, IT, Finance, Legal, and business unit leadership) to balance competing needs and priorities
- Ensure that solutions work across all business units while maintaining fairness and inclusivity
Business Continuity and Risk Management
- Maintain and regularly update the Tokyo office Business Continuity Plan (BCP), aligned with global risk standards
- Coordinate emergency response planning with local authorities and global compliance teams
- Lead regular emergency drills and ensure employees are trained in safety protocols
- Act as the escalation point for local incidents, liaising with emergency services and internal stakeholders
Requirements
- Bachelor's degree in Facilities Management, Business Administration, or a related field (preferred).
- Proven experience (typically 3-5 years) as a facilities Manager or in a similar role
- Bilingual in Japanese and English, with a deep understanding of Japanese business culture and strong cross-cultural communication skills.
- Knowledge of health, safety, and environmental regulations is a plus.
- Budgeting and financial management skills, familarity with logistics and numbers
- Experience in office/workplace reduction and relocation planning
Benefits
- Annual paid leaves, Special leaves, other types of leaves
- Health insurance, welfare pension insurance, occupational accident insurance etc
- Commuting costs are covered up 30,000 JPY per month / Remote work allowance
- Fukurikosei club (Relo Club)
- Employee Assistance Program (EAP)
- Language (English/Japanese) Class
- Others
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