Office Manager

We are seeking a dynamic and experienced Office Manager to oversee all aspects of office and finance administration for our Tokyo office (headcount of circa 50 employees).

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 HR Manager and local Leadership Team, Regional Financial Controller, along with other regional and global colleagues.

Office Management Responsibilities:

• 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.
• Ownership of all Health & Safety matters, including appropriate provision of fire wardens and first aiders.
• Plan office events, celebrations, and teambuilding activities to promote engagement.
• Empower CSR committee to plan and run local events to support global CSR initiatives.
• Implement, maintain and update office admin procedures with a mindset of continuous enhancements to existing processes.

Finance Responsibilities:

• 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.
• Managing the Tokyo staff time management system to incorporate overtime pay in the monthly payroll.

Ad – tasks related to all of the above-mentioned duties and responsibilities.

Requirements

• Proven working experience as an Office Manager, Finance Administrator or similar role.
• Language skills: Native Japanese and fluent in English (TOEIC865 or more)
• Strong organizational, good communication and negotiation skills and ability to multitask.
• Self-motivated, organized with strong attention to detail.
• Ability to handle data with confidentiality.
• Knowledge of Japanese financial laws and regulations (highly desirable)
• Basic understanding of accounting principles (desirable)
• Proficient in MS Office (MS Outlook, MS Teams, MS Excel, MS Word, MS PowerPoint).
• Experience with financial software.
• Experience working within a global organization and cross-cultural teams.

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.