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Office Manager, Tokyo

Job type:
Full-time
Region:
Asia Pacific
Location:
Tokyo, Japan
Category:
General and Administrative

Office Manager:

Primary Job Tasks and Responsibilities

Facilities/Office Administration

  • Respond and follow-up on facility issues and schedule service requests
  • Manage, support and dispatch facilities requests
  • Provide reception duties
  • Maintain and distribute, security badges, ID cards and visitor access
  • Coordinate with the building management and the landlord to ensure building services and maintenance are appropriately provided
  • Manage Employee and contractor on-boarding and seating assignments
  • Manage Health and safety program; emergency response team and administrative services, evacuation kits and emergency supplies. (might include after-hours work on occasion for office emergencies)
  • Provide vendor management; procurement, equipment maintenance agreements, office suppliers, courier accounts, kitchen services and shipping and delivery services, maintain annual budget
  • Order and reconcile supplies, budget tracking  
  • Update Office Operational and Reception Manuals with the current policies and/or processes
  • Manage space planning - monitor space needs, plan layout changes and oversee additional work space/construction/maintenance work as necessary
  • Coordinate with local vendors and US IT team on network infrastructure and equipment update
  • Manage improvement projects; reconfigurations, refresh and on-going facility maintenance
  • Provide support for special projects as assigned by manager
  • Facilitate and communicate electronically and verbally information as it pertains to the company, office and personnel.
  • Manage event logistics which include:
    • Menu selection and guarantees, AV, rentals, hotel room blocks, recruiting and confirming volunteers, on-site event support, data entry and other production elements including set up, tear down

 HR

Supporting entire employee lifecycle from onboarding to offboarding

  • Onboarding – provide new support for new hire processing
  • Offboarding – provide support for HR and payroll process; asset collection, certificates and letters, as needed
  • Assist with travel planning
  • Work with HR and employees as adhoc needs arise
  • Coordinate with the payroll vendor as needed
  • Assist with provision of supporting letters and visa applications
  • Coordinate with US HR for issues/questions from employees as primary point of contact for Japan.

 Legal

  • Coordinate corporate registration and shareholder meetings
  • Keep the corporate seal, track its usage and report/get approval from the company auditor in the UK

 

Key Competencies

  • 3 - 5 years' experience as office manager.
  • Bilingual fluency: English and Japanese with ability to translate documents, as needed.
  • Applies company policies and procedures to resolve issues
  • Facilities and Project management experience
  • People management skills
  • Ability to work closely and professionally with Management including all levels throughout the organization, and external suppliers.
  • Vendor Management and Contract negotiation skills
  • Verbal and written communication skills
  • Computer skills including working knowledge of the following:  Windows OS and MS Office.
  • Fundamentals in accounting including understanding of project planning and budgeting.
  • Professional personal presentation
  • Attention to detail
  • Initiative
  • Self-motivated

Please note that we do not accept resumes or honor referrals from headhunters, placement agencies, or other external parties seeking recruiting fees if they do not have a signed formal agreement with Guidewire.

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