The Role
The Office Manager is responsible for maintaining Veeva's Tokyo office to a very high standard of excellence. This role includes managing all day-to-day office processes, coordinating small projects, and maintaining the overall facility.
This person must be detail-oriented, with strong customer service values, time management skills and the ability to work in a dynamic environment.
This role will report to the Director of Workplace & Facilities Asia and be a member of the Asia Workplace Team.
What You'll Do
- General Office Management:
- Work with the Global Workplace Team and contractors to ensure health & safety, including fire safety. Maintain a supply of first aid equipment
- Manage ordering of food/drinks and supplies, including vendor coordination (janitorial services, utility vendors, food suppliers, etc.) and associated budgets
- E<">anure a welcoming reception experience for employees and visitors. Manage mail/shipping functions for the office. This individual will be responsible for maintaining a presence near reception
- Support new hire onboarding with desk set-up, office tours, and supplies. Set a positive tone for new hires
- Act as a point of contact for employee and visitor requests, comments, and concerns
- Workplace Projects:
- Manage office ticketing system and resolve requests or issues efficiently
- Maintain space plans and support managers as they coordinate personnel moves
- Coordinate all purchases of furniture, fixtures, and equipment for the office
- Work with property management to ensure maintenance is being performed and all issues are resolved
- Ensure the office is compliant with Veeva security standards, including managing the badging process in the office
- Event Management:
- Manage and coordinate all logistical details for onsite events - meeting rooms, AV setup, food & beverage, and rentals
- Work with employees to develop regular gatherings and office events
- Plan and execute annual employee events, including holiday party and summer event
Requirements
- 3+ years of Office or Facilities Management experience
- Excellent customer service and communication/interpersonal skills
- S<">elf-starter with a positive, can-do attitude. Able to work in a dynamic environment
- Budget management experience
- Strong project management skills, able to juggle multiple tasks with accuracy
- Intermediate to Advanced MS Office (Word, Excel, PPT) and general computer skills
- Onsite role - office-based from Monday – Friday
- Must be committed to the required working hours at the office
Nice to Have
- Able to communicate in English
- Experienced with small office construction projects
- Experienced with Office Relocation projects
Veeva's headquarters is located in the San Francisco Bay Area with offices in more than 15 countries around the world.
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