Urgent - Office Manager

This is a standalone Office Manager role at a very stable global Investment Management company. You will be a key person in the office to take care of all the administrative duties, as well as providing an excellent support to the management team.
* This is an office based role

Responsibilities:
1. Office Administration:

 Manage all office administrative matters in terms of general affairs including setting and maintenance of facility and infrastructure.
 Liaise with relevant departments or offices overseas
 Interface with the office management dept. of the building owner.
 Responsible for fire prevention, health and safety
 Manage all purchasing matters e.g. selection and maintenance of vendors, service providers, etc.
 Manage vendors and their contracts, such as security guard and cleaning company
 Ordering stationery and IT equipment
 Organizing induction programs and IT settings for new employees
 Reception duties as required.

2. Management Support:
 Responsible for maintaining/updating organization charts and other relevant management documents
 Responsible for organizing company events and conferences
 Managing budgets, finances, and financial reports to propose cost-effective solutions
 Implementing and maintaining procedures/office administrative systems
 Assisting the organization's HR and finance functions by keeping personnel records up to date, arranging interviews and updating financial documents.
 Identify and communicate any matters related to office management with management and employees and provide them with necessary training (e.g. evacuation training, ED&I training)
 Assist Managing Director and senior management in the planning of client entertainment, business trips, visitor arrangements, meeting arrangements.
 Checking budget and expenses and act as advocate for expense savings initiatives
 Coordinate and assist with ad hoc projects
 Help senior managers through maintaining an appropriate office environment

Requirements:

 Native Japanese with strong English communication skill
 10 + years Office Management experience
 Technical skills in relevant software and applications such as Microsoft Office, database management systems, and project management tools
 Highly developed organizational and coordination skills
 Communicate effectively to facilitate smooth and clear relationships among team members, stakeholders, and clients
 Ability to manage priorities and focus on deadlines
 Excellent negotiation and communications skills (written and oral)
 Self-confident and an ability to adapt to change and be flexible in all situations

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