Role Summary
This role will play a key role in the smooth day-to-day running of the Tokyo office. You will need to be highly organized and well-disciplined, self-motivated and proactive with a professional manner, and have strong interpersonal and administration skills. This role will suit someone who enjoys being a valued member of the team. You will have one direct report, and are responsible for coordinating the duties amongst you to ensure a smooth running of the office.
What you'll be doing
- Working closely with the Managing Director, you will deliver a high level of office administration support for the smooth and efficient running of the Tokyo office.
- A key point of contact, you will handle all routine administrative matters in the department including receiving guests and dealing with enquiries/escalating where needed, opening and distributing post, organizing couriers, filing and archiving, processing departmental expenses and invoices.
- Monitor emails and ensure they are dealt with, in a professional and efficient manner, escalating where needed.
- Be professional, efficient and courteous at all times.
- Coordinate and schedule meetings, organize meeting rooms, and circulate agendas etc.
- Arrange and book travel (including flights, accommodation, visas, itineraries etc.) for members of the office.
- Order stationery, merchandise and supplies for the office.
- Liaise with the landlord for the office building, as well as telephone companies and other third-party service providers to the office, for various matters including contract renewals.
- Work alongside and collaborate with global colleagues including London HR.
- Prepare employment contracts for new starters, ensuring electronic employee files and all documentation is completed to a high standard and filed accordingly.
- Prepare and issue other employee documentation needed including probation, salary letters, internal transfers, change in roles, leavers etc.
- Additional / ad hoc duties as required to meet the needs of the business.
Requirements
- Strong office administration experience
- Previous HR experience (preferable)
- Highly organized and able to use initiative
- Able to adapt quickly to changes, handle multiple tasks, and prioritize to meet deadlines
- Strong attention to detail and good problem-solving skills
- Self-motivated with a proactive and willing approach
- Able to work calmly under pressure
- Good MS Office skills (outlook, word, excel and PowerPoint)
- Able to exercise discretion and uphold confidentiality
- Professional and strong work ethic
- Fluency in English, both written and verbal
Expired Job
Sorry, this job is no longer available