About the Role:
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.
You'll work in close partnership with the Workplace Operations Lead and the serviced office/ co-working partner, contributing to larger workplace initiatives, office activations, and global cultural programs.
While the role requires someone highly proactive and independent, you will also be a key collaborator on strategic projects that enhance employee experience, operational excellence, and our cross-site community across APAC.
This role is part of the Real Estate & Workplace Services team, which ensures that every Client environment is welcoming, functional, and aligned with our mission of supporting all of humanity.
What You'll Do:
Take ownership for the overall workplace experience and be empowered to identify and resolve issues end to end; escalate only for safety risks, major disruptions, or out-of-scope decisions.
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.
Engage with staff routinely to solicit their workplace experience feedback and take ownership to resolve requests independently. Escalate where there are new precedents, impacts safety, multi-site impact, or policy/leadership needs.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. Respond to inquiries and feedback with empathy and efficiency, coordinating with janitorial or maintenance vendors as needed.
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.
Be accountable to the overall budget associate and only escalate when costs, scope, risk, or safety considerations materially change.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. Provide a memorable onboarding experience, in partnership with Workplace and People teams.
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 - serving as an extension of the global Workplace team's vision and execution.
Collaborate with the co-working/serviced office partner and Workplace Security during safety drills, evacuation exercises, and on-site projects.What You'll Need:
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;
Others:
The role includes potential for overtime and after-hours coverage when necessary.
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