Join our fast-paced, hard-working and high-energy APAC sales headquarters in Tokyo, Japan as a driven and self-managed Office Manager & Executive Assistant. You will serve as the face of our local operations, interfacing with a variety of stakeholders to ensure efficient operational processes.
We are looking for a superstar Office Manager to manage the core office activities, including administrative duties, reception, bookkeeping, payroll & HR coordination, supplies purchases, travel and team events. You will be instrumental in supporting the ongoing growth of our Tokyo office and will have full support from the company's global leadership team.
Key Responsibilities:
- Direct and own all office management, including reception, building access, mail services, conference services, catering, basic technical support and general clerical support for our Tokyo office
- Coordination of bookkeeping, accounts receivable, accounts payable and payroll (and benefits) with our corporate finance team
- Plan and organize all office events, parties, team building outings, functions and meetings, including venues, food, transportation and communication
- Oversee office procurement of general office supplies, office equipment, furniture, capital office assets, etc. ensuring supply inventory is sufficient and spending is within budget
- Maintain a unified working relationship with teams in our US (California/Illinois) and Ireland offices
- General errands, administrative tasks and data entry as required
Reception & Administrative Support:
- Our Keeper brand is vital to our success; our Office Manager is responsible for greeting all visitors in a professional and welcoming manner
- Provide administrative assistant duties to our executive team including calendar maintenance, travel, errands, clerical tasks, etc.
- Book travel for Keeper team members, including local transport, flights, accommodation and travel insurance
- Communicate with Keeper's leadership team to provide regular updates and progress
Facilities:
- Help with office location procurement, buildout planning and equipment/furniture ordering for brand new office location in Tokyo
- Ensure the office is maintained at a high standard at all times that is compliant with workplace safety and conducive to producing a creative and collaborative environment
- Liaise with building management, facilities vendors and office subcontractors to ensure work is performed in a manner that is satisfactory
- In conjunction with cleaning staff, maintain kitchen cleanliness including responsibility for the dishwasher, coffee machine, fridge and trash
- Responsible for ordering beverages, snacks and meals to keep our troops fueled and happy
New Hire Onboarding:
- Coordinate with HR and Recruiting teams to track and manage new hire start date procedures and onboarding
- Coordinate with IT and Team Leads to order new hire computer equipment and peripherals. Manage ordering, shipping and receiving of equipment for both Illinois and California offices.
- Conduct IT Onboarding with new hires (includes assistance in setting up their Keeper Vault and basic apps and programs e.g. Gmail, Slack, OpenPath, etc.)
- Work with preferred vendors to place orders as needed for "new hire swag" (t-shirts, hoodies, etc.)
- Occasionally provide on-site HR coordination for our US headquartered team
Assistant duties to Head of Sales - Japan:
- Coordinate and schedule meetings as needed
- Regularly audit calendar for conflicts and work with Head of Sales to handle accordingly
- Monitor daily interview appointments and ensure Head of Sale's attendance with timely reminders
Requirements:
- Must reside in Tokyo, Japan with the ability to commute to our Tokyo office on a daily basis
- Must be bilingual in Japanese with English proficiency for business purposes, with excellent verbal and written communication skills
- 3+ years of experience working in an office manager role
- Strong knowledge of arranging travel, events and meetings
- Superior organizational skills
- Strong interpersonal skills with the ability to work effectively in a team environment and under general supervision
- Effective time management and prioritization skills, strong attention to detail, self-motivated
- Comfortable work with all levels of management
- Strong interpersonal skills
- Able to work in a fast paced environment where priorities change frequently
- Excellent computer skills, ie., Google Suite, Excel
- Bachelor's degree in Human Resources, Business Administration or similar field preferred
Keeper is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
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