About Lumen

Lumen connects the world. We are igniting business growth by connecting people, data and applications – quickly, securely, and effortlessly. Together, we are building a culture and company from the people up – committed to teamwork, trust and transparency. People power progress.

We're looking for top-tier talent and offer the flexibility you need to thrive and deliver lasting impact. Join us as we digitally connect the world and shape the future.

The Role

The Office Administrator is the main point of contact and will ensure the efficient and smooth day-to-day operation of our Japan office. The ideal candidate will handle a wide range of administrative support tasks, be exceedingly well-organized and flexible, and enjoy the administrative challenges of supporting a small office of diverse people and programs. The incumbent must function effectively in various roles within a dynamic environment with minimal supervision

To be in office every working day.

The Main Responsibilities

Office Management:

• Serve as the primary contact for the office's main phone line.
• Maintain records and monitor all contracts with the landlord (Mori Building).
• Maintain office services as required, liaising with building management on utility and facilities repairs.
• Manage employee & contractor ID cards (staff badges, building pass and office card).
• Maintain office security through managing the visitor log program, issuance & collection of visitor passes, etc.
• Serve as the Fire & Disaster Prevention Officer, handling BCP and crisis management.
• Ensure the office is well-organized, clean, and stocked with necessary office & pantry supplies.

 General Administrative Support:

• Provide a full range of general administrative support to the office including office facility and equipment management, managing outgoing & incoming mails, parcels, and necessary operating license, etc.
• Manage office supplies and printing requirements
• Receive and support visitors including overseas colleagues as required
• Arrange official business trips for employees, if necessary.
• Assist in organizing company events and staff activities.
• Provide back-up support for co-workers when required.
• Ad hoc projects such as office relocation, renovation, procurement, etc. 
• Perform other admin duties as assigned.

Finance and Legal Support:

• Act as the contact point for local banks and BPM, PwC.
• Handle inquiries from Japanese vendors and manage new vendor registration.
• Raise purchase requisitions, processing vendor invoices, handle payment queries, etc. 
• Co-ordinate payments with help from APAC and US teams.

What We Look For in a Candidate

• Proficient in both written and spoken English and Japanese.
• Minimum of 3 years of relevant administrative experience.
• Well-organized, able to handle multiple tasks effectively, and prioritize work to meet tight schedules and deadlines.
• Excellent communication and interpersonal skills.
• Strong ability to maintain confidentiality of information.
• Desire to be proactive and create a positive experience for others.
• Excellent time management skills and the ability to prioritize work.
• PC proficiency on MS Teams, Outlook, Excel, PowerPoint and Word. 

Preferred Qualifications:

• Proficiency in Teams and Teams Meeting
• User experience on SAP Procure to Pay and Concur application systems will have an added advantage needed.
• Knowledge of office management systems and procedures.
• Strong organizational skills with the ability to multi-task and prioritize work.
• Mature and warm personality with strong communication (oral, written, and listening) skills.
• Ability to work well under limited supervision.
• Conflict-resolution skills are a plus.

Compensation

What to Expect Next

Requisition #: 340408

Background Screening

If you are selected for a position, there will be a background screen, which may include checks for criminal records and/or motor vehicle reports and/or drug screening, depending on the position requirements. For more information on these checks, please refer to the Post Offer section of our FAQ page. Job-related concerns identified during the background screening may disqualify you from the new position or your current role. Background results will be evaluated on a case-by-case basis.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Equal Employment Opportunities

We are committed to providing equal employment opportunities to all persons regardless of race, color, ancestry, citizenship, national origin, religion, veteran status, disability, genetic characteristic or information, age, gender, sexual orientation, gender identity, gender expression, marital status, family status, pregnancy, or other legally protected status (collectively, "protected statuses"). We do not tolerate unlawful discrimination in any employment decisions, including recruiting, hiring, compensation, promotion, benefits, discipline, termination, job assignments or training.

Disclaimer

The job responsibilities described above indicate the general nature and level of work performed by employees within this classification. It is not intended to include a comprehensive inventory of all duties and responsibilities for this job. Job duties and responsibilities are subject to change based on evolving business needs and conditions.

In any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

Please be advised that Lumen does not require any form of payment from job applicants during the recruitment process. All legitimate job openings will be posted on our official website or communicated through official company email addresses. If you encounter any job offers that request payment in exchange for employment at Lumen, they are not for employment with us, but may relate to another company with a similar name.