Office Operations & Culture Lead
UltraSuperNew Tokyo needs someone who keeps our ship tight and our vibe right. You're the person who makes sure the coffee's on, the office looks sharp, and everyone - from creatives to clients - feels welcome. But you're also the one who doesn't let standards slip. If the kitchen's a mess or desks look like a bomb went off, you're not afraid to call it out and make sure the team keeps things clean and professional.
This isn't just about managing logistics; it's about managing the experience. You'll host (international) guests, support our KURA (our rooftop gallery and creative hub), and connect the dots between our creative teams and clients. You're calm under pressure, naturally helpful, have a sense of humor, and won't take excuses when it comes to keeping our space reflecting the quality of our work. First impressions matter, and you're the one who makes sure ours is always spot-on.
What You'll Be Doing:
1. The Office Experience
- Office Flow: Oversee the daily operations, ensuring the office is a beautiful, functional, and safe home for our team. This includes vendor coordination (e.g., SECOM, cleaning, supplies, plants, maintenance).
- The Welcome: Act as the face of USN, warmly welcoming all guests, handling incoming calls, and managing efficient courier and delivery logistics.
- Team Support: Be the go-to person for staff administrative needs, including arranging benefits, registering staff for language school, and handling complex bookings (restaurants, hotels, flights, Shinkansen).
- HR Partner: Assist the Director of People & Culture with administrative HR functions, including new employee onboarding (making new hires feel instantly at home), scheduling interviews, and coordinating recruitment logistics across teams.
- Operational Admin: Provide core administrative support for office insurance, building-related legal documents, and liaise with external legal counsel as required.
- The Bridge: Act as an indispensable interpreter for internal communication between our Japanese and non-Japanese speaking team members.
2. KURA Coordination
- Visitor Hospitality: Manage KURA visits by appointment and handle onsite sales when the KURA Director is unavailable. This requires developing a strong, confident knowledge of the current exhibitions and artist information to engage visitors.
- Financial Tracking: Accurately track gallery transactions and assist with the basic financial processes for product and art sales.
- Space Management: Coordinate all necessary maintenance and repairs for the KURA space, ensuring it is always pristine and ready to impress.
- Outreach Support: Assist with PR and media outreach, helping the KURA Director promote exhibitions and events to the creative community.
- Digital Presence: Use pre-existing templates to help update KURA's social media and website with artist bios, concept blurbs, and key dates.
- Rental Coordinator: Manage all rental inquiries for our Harajuku gallery space via platforms like Shopcounter and Space Market, coordinating scheduling, preparing quotations, and processing invoices.
What You'll Bring: Your Personality & Skills
- Location: Must be located in Tokyo
- Preferably Bilingual: Fluent in Japanese and reasonable English
- The People Person: You possess a genuinely warm, welcoming personality and excellent interpersonal skills. You are approachable, dependable, and instinctively know how to support your team.
- Organizational Mastery: Highly organized with an unwavering attention to detail; you can manage dozens of shifting priorities simultaneously without missing a beat.
- Proactive & Independent: Comfortable working autonomously, you take initiative to anticipate problems and find quick, smart solutions.
- Digital Skills: Proficient with essential office tools (Google Suite, spreadsheets, messenger apps, etc.).
- A Creative Spirit: An active interest in creative industries, art, design, or gallery spaces is a significant plus.
Benefits & Location
- Benefits: Statutory holidays and generous annual paid leave, full commuting allowance, Social, Labor, Employment Insurance, and Pension.
Location: Shibuya, Tokyo (The heart of the action)
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