General Affairs Administration Specialist/総務アドミンスペシャリスト - Tokyo, Japan

Role and responsibilities

You will be responsible for the day-to-day management of our office, ensuring that it runs efficiently and effectively. This role requires basic Microsoft 365 skills and the ability to manage multiple tasks simultaneously following each due date as well as excellent communication skills with not only employees but also vendors and suppliers.

1. Administrative Management:

• Oversee and manage all aspects of the office, including reception, mail and package handling, and meeting room coordination.

• Answer and direct phone calls to relevant employees.
• Maintain office supplies inventory, placing orders when necessary and ensuring cost-effective purchasing for vendor selection and negotiation with the Admin and Facility Manager.
• Place an order for a business card for employees.
• Organize the document both on-site and off-site storage.
• Submit the invoices from vendors and suppliers regarding office operation to the Finance team.
• Assist with coordinating travel arrangements and accommodations for employees and visitors.
• Support the onboarding and offboarding process for employees, including equipment arrangement with the Employee Experience Coordinator.
• Coordinate and manage company events and meetings, both on-site and off-site.
• Assist with various administrative tasks and special projects as needed.
  

2. Facility Management:

• Issue and control the badge for employees, visitors and vendors.
• Book a car parking at on-site.
• Support the Facilities Specialist with daily office maintenance.
• Create and update office operation related rules and guideline in paper and on SharePoint with the Facilities Specialist.
• Assist with various facility related tasks and special projects as needed.

Requirements

• Bachelor’s degree in facilities management, business administration, or related field (preferred).
• Proven experience (typically 3-5 years) in administration role.
• Ability to manage multiple projects simultaneously and prioritize tasks effectively.
• Business English and fluent Japanese communication skills.
• Proficiency in MS Office software.
• Excellent organizational and time-management skills.
• Ability to work independently and as part of a team.

Benefits

• Public holiday
• Annual paid leaves, Special leaves, other types of leaves
• Health insurance, welfare pension insurance, occupational accident insurance etc
• Commuting costs are covered up 30,000 JPY per month
• Fukurikosei club (Relo Club)