Tokyo APCO Full time

About Apco

APCO is a global advisory and advocacy firm helping leading corporations, foundations and governments navigate a complex world and create lasting impact.

Founded in 1984, APCO has grown into an independent, majority women-owned firm of more than 1,200 employees with work spanning 80 markets around the world.

Headquartered in Washington, D.C., APCO is comprised of strategic advisers, consultants and creators, working together across borders and functions, to provide services and expertise on financial, competitive, political and societal issues. APCO is a trusted partner to bold purpose-led leaders, lawmakers, government officials, NGOs, the media and other stakeholders in the health, energy, technology, transportation & infrastructure and food & consumer products sectors. For 40 years, the firm has provided public affairs, crisis & reputation, impact, corporate reputation and global solutions services.

APCO is renowned for its ability to champion clients' interests and permission to operate, build their reputation and strengthen their standing. APCO's integrated approach and team of tenacious and empathic talent create connections and winning strategies that accelerate progress and deepen impact.

By bringing diverse people and ideas together, and working beyond traditional boundaries, APCO builds the un/common ground upon which progress is made.

The Role

APCO, a global advisory and advocacy firm, is seeking an office administrator who will be based in Tokyo and will report directly to the Managing Director, Japan. The office administrator will be primarily responsible for coordinating meeting schedules and travels for the team and Managing Director, answering, and directing incoming calls for assigned staff and greeting guests. They are also sometimes required to assist the finance/HR/IT team on ad-hoc requests.

On a day-to-day basis, you will be expected to deliver the following responsibilities:

OFFICE MANAGEMENT

  • Receptionist duties
  • Answering all incoming calls and attend to guests.
  • Attend to incoming and outgoing mails and couriers -re-direct to the right channel.
  • Maintain stationery pantry supply
  • To liaise with suppliers on the ordering of office/pantry supplies, equipment, furniture and name cards (sourced and negotiated the best price) and marketing material.
  • Maintenance of filing system for Administration. Create, maintain update E-files and manual files.
  • Serve as part of the overall company administrative team and assist other project groups when time allows
  • Data Entries
  • Accounts Payable
  • Staff expense, make sure the original receipts are prepared in correct amount with correct descriptions
  • Monthly payroll

FINANCE SUPPORT

  • Provide support to the finance team such as maintain/filing financial related documents, local contacting person for the bank, auditors etc. and other ad-hoc duties
  • Vendor payment
  • Receive tax and commercial invoices from vendor weekly basis
  • Verify the invoices and answer questions from vendors and project managers
  • Ensure information on the invoices are complete and clear before payment
  • Prepare PO form and get approval from project managers and MD before payment Prepare the list of AP by excel to monitor the schedule of payment
  • When the payment is due, set up bank payment twice a month via Mitsubishi Tokyo UFJ Bank

HR SUPPORT

  • Assist HR to coordinate with payroll vendor for payroll payment, tax filing, statuary insurance filing, etc.
  • Conduct office administration/ facility orientation for new employees
  • Support with the employee onboarding & exiting procedure

IT SUPPORT

  • Coordinate with IT to arrange equipment (laptop, mobile phone,etc.) for employees during the onboarding and offboarding process.

Ideal Profile

  • Experience: 3 years of experience in administrative working experience
  • Language: Native in Japanese, proficient in English to effectively liaise with the stakeholders of the region.
  • Office Environment: The position will be based in APCO's Tokyo office working alongside approximately 20 Japanese and international colleagues. This role is expected to come to the office during the office hour

What's on Offer?

  • Great work culture
  • Attractive compensation package
  • Opportunity to make a positive impact


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