You will be responsible for the day-to-day management of our office, ensuring that it runs efficiently and effectively.
This role requires basic Microsoft 365 skills and the ability to manage multiple tasks simultaneously following each due date as well as excellent communication skills with not only employees but also vendors and suppliers.
Administrative Management:
Oversee and manage all aspects of the office, including reception, mail and package handling, and meeting room coordination
Answer and direct phone calls to relevant employees
Maintain office supplies inventory, placing orders when necessary and ensuring cost-effective purchasing for vendor selection and negotiation with the Admin and Facility Manager
Place an order for a business card for employees
Organize the document both on-site and off-site storage
Submit the invoices from vendors and suppliers regarding office operation to the Finance team
Assist with coordinating travel arrangements and accommodations for employees and visitors
Support the onboarding and offboarding process for employees, including equipment arrangement with the Employee Experience Coordinator
Coordinate and manage company events and meetings, both on-site and off-site
Assist with various administrative tasks and special projects as needed
Facility Management:
Issue and control the badge for employees, visitors and vendors
Book a car parking at on-site
Support the Facilities Specialist with daily office maintenance
Create and update office operation related rules and guideline in paper and on SharePoint with the Facilities Specialist
Assist with various facility related tasks and special projects as needed
Requirements
Bachelor's degree in facilities management, business administration, or related field (preferred)
Proven experience (typically 3-5 years) in administration role
Ability to manage multiple projects simultaneously and prioritize tasks effectively
Business English and fluent Japanese communication skills
Proficiency in MS Office software
Excellent organizational and time-management skills
Ability to work independently and as part of a team
Benefits
Public holiday
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
Fukurikosei club (Relo Club)
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