HR & Administration Executive (Japan)
(HR・総務・給与担当)
Reports to:
General Manager
Role Purpose
This role provides hands-on HR, payroll and administrative support for the Japan entity. The position ensures smooth HR operations, accurate payroll processing and compliance with Japanese labor laws, while supporting employees and management with day-to-day HR and admin matters.
Key Responsibilities
Payroll & Compensation
Manage monthly payroll processing for Japan employees including salary, overtime, bonuses and allowances.
- Coordinate with external payroll vendors, tax agents and social insurance offices where applicable.
- Ensure accurate calculation and timely payment of income tax (源泉所得税), social insurance (社会保険) and labor insurance (労働保険).
- Handle year-end tax adjustment (年末調整) and payroll-related reporting.
Maintain payroll records, payslips and statutory documentation.
HR Operations & Employee Lifecycle
Support employee onboarding and offboarding including contracts, documentation, system access and exit procedures.
- Administer employment contracts, amendments and HR letters in compliance with Japanese labor law.
- Maintain accurate employee records and HR files.
- Respond to employee HR queries related to pay, leave, benefits and policies.
Support probation management, confirmations and basic performance documentation.
Compliance & Labor Administration
Ensure HR practices comply with Japanese labor laws and company policies.
- Support updates to Employment Rules (就業規則) and HR policies when required.
- Liaise with labor offices, social insurance offices and government authorities as needed.
Support audits, inspections or internal reviews related to HR and payroll.
Administration & Office Support
Handle general administration tasks including office coordination and vendor management.
- Manage document control, filing and record keeping.
- Support business licenses, registrations or statutory filings if required.
- Coordinate benefits administration including statutory benefits and health checks.
- Support internal HR reporting and basic data analysis.
Requirements
Experience & Skills
- 3–6 years of experience in HR, administration and payroll in Japan.
- Hands-on experience managing Japan payroll end-to-end.
- Strong working knowledge of Japanese labor laws and statutory requirements.
- Experience working with payroll vendors and government offices.
- High attention to detail and accuracy especially for payroll and compliance.
Language
- Native Japanese speaker.
- Business-level English for communication with global stakeholders.
Personal Attributes
- Reliable, discreet and trustworthy with confidential information.
- Well-organised and able to manage recurring deadlines.
- Comfortable working independently in a lean environment.
- Practical, hands-on and solution-oriented.
Nice to Have
- Experience supporting a foreign-owned or multinational company.
- Exposure to HR systems or payroll software.
- Experience supporting small to mid-sized Japan entities.
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