HR & Office Manager

We are seeking a dynamic and experienced HR & Office Manager to oversee all aspects of Human Resources (HR) practices and processes, office management, and finance function for our Tokyo office! (Headcount circa 50)

This locally-based role is part of a global company, providing an exciting opportunity to collaborate with international teams. The post holder will be reporting to the Director – Japan, working closely with the Tokyo office Leadership Team, Regional HR Director and Regional Finance Controller, along with other regional and global colleagues.

What will you be doing:

 Human Resources Responsibilities:

• Be the primary contact for HR related queries, from employees and line managers, regarding policies and procedures, escalating complex matters to the Regional HR Director, APAC.
• Proactively partner with managers to drive high performance.
• Provide effective HR administration service relating to the employment lifecycle (on-boarding and induction, staff development and performance management, and leaver administration).
• Ensure the HR Information System accurately reflects current staff conditions and details. E.g. input starters and leavers, contractual amendments, change of details, leave records – holiday, sickness etc.
• Ensure electronic and paper-based personnel files are maintained and filing/archiving is completed in a timely manner.
• Update and amend local policies and procedures.
• Assist in formal meetings, such as employee disciplinaries and grievances undertaking such tasks as may be required by the Regional HR Director, APAC.
• Support current and future business needs through the development, engagement, motivation, and retention of the Tokyo team.
• Ensure legal compliance with Japan labor laws.
• Work in collaboration with the Tokyo Leadership Team to drive Employee Engagement.

Finance & Payroll Responsibilities:

• Ensure employee compensation and benefits are accurately reflected in monthly payroll.
• Work with third party payroll vendor to ensure timely and accurate payroll transactions.
• Maintain payroll records and manage any payroll discrepancies and queries
• Ensuring supplier invoices and employee expenses are approved in accordance with the company approval policy.
• Review of employee expenses to ensure claims meet group policy.
• Setting up of payments for approval on the banking platform
• Liaising with Regional Financial Controller to ensure all documentation is provided on time for payment runs.
• Liaising with vendors regarding payments when required.
• Download bank statement and update excel report weekly.
• Updating the forecast of costs for the office to ensure appropriate funding from head office.
• Understanding and managing the compliance and filings of the company to ensure deadlines are met.
• Main local contact for Banks, Finance Advisers & local Regulators.
• Collaborate with the Regional Financial Controller on the initial localization project to prepare for a new accounting system.

Recruitment Responsibilities:

• Collaborate with regional talent partners to ensure vacancies are filled efficiently and effectively.
• Strategic planning of hiring plan with hiring managers.
• Management of recruiting agencies and job ad posting website.
• Screening of resumes/CVs, applications received.
• Arrange interviews and tests, conduct interviews (face to face and online).
• Interview schedule management.
• Prepare offer letter and offer meeting.

Office Management:

• Management, training and supervision of Back Office Assistant
• Building and facilities management (liaise with vendors on maintenance and service agreement renewals) – cleaners, soft phone system, lighting, aircon, indoor plants, pest control, fire alarm, printers.
• Procurement of office supplies – e.g. business cards, access keys, canteen and cleaning supplies and stationery
• Manage contract and price negotiations with office vendors, service providers, and office lease.
• Plan office events, celebrations, and teambuilding activities to promote engagement.
• Empower CSR committee to plan and run local events to support global CSR initiatives.
• Ownership of all Health & Safety matters, including appropriate provision of fire wardens and first aiders.
• Implement, maintain and update office admin procedures with a mindset of continuous enhancements to existing processes.

Requirements

• Proven working experience as an HR Manager, Office Manager, or similar role.

• Language skills: Native Japanese and fluent in English (TOEIC865 or more)
• Strong communication, interpersonal, negotiation and diplomacy skills.
• Self-motivated, organized with strong attention to detail.
• Ability to handle data with confidentiality.
• Knowledge of Japanese labor laws and regulations (highly desirable)
• Good understanding of accounting principles and financial reporting (highly desirable)
• Proficient in MS Office (MS Outlook, MS Teams, MS Excel, MS Word, MS PowerPoint in particular).
• Experience with HR software and payroll systems.

Benefits

Why work for Euromonitor?

 Our Values:

We seek individuals who act with integrity

We look for candidates who are curious about the world

We feel that as a community, we’re stronger together

We seek to enable people to feel empowered

We welcome candidates who bring strength in diversity

International: not only do we have a very multinational workforce in each office but we communicate across our 16 offices worldwide on a daily basis.

Hardworking and sociable: our staff know how to work hard and know also how to enjoy themselves! We pride ourselves on creating an appropriate work-life balance, with flexible hours and regular socialising including frequent after work meet ups, summer and Christmas parties and a whole range of other groups to be involved with.

Committed to making a difference: We believe that people are looking for something worthwhile in a company beyond the workplace. Our extensive Corporate Social Responsibility Programme gives each member of staff two volunteering days a year in addition to holidays. It gives all new starters a donation amount on joining us which they can give to a charity of their choice.

It sees us reaching out into the local community with our mentoring, group volunteering, and fundraising initiatives as well as supporting international charities through our website sales, matching staff sponsorship fundraising, and carbon offsetting all our flights.

Excellent benefits: we offer competitive salaries, enhanced healthcare and pensions, plus generous holiday allowances, hybrid working and, in many offices, a Core Hours policy allowing flexible start and finish times to each day.

Opportunities to grow: we offer extensive training and development opportunities at all levels. The vast majority of our Managers and Directors have been promoted from within and many have moved across departments as well as upwards. We pride ourselves on identifying and rewarding talent.

Equal Employment Opportunity Statement: Euromonitor International does not discriminate in employment on the basis of race, colour, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability and genetic information, age, membership in an employee organization, or other non-merit factor.