Payroll and Finance Administrator, Tokyo

Company Description

Who we are

We are one of the largest international law firms in the world. With over 30 offices across the globe, we strive to exceed the expectations of our clients, providing them with the highest-quality advice and legal insight, which combines the firm’s global standards with in-depth local expertise.

Our firm, work and people span jurisdictions, cultures, and languages. We offer our clients a truly international perspective. We believe every career should be rewarding and stimulating - full of opportunities to learn, thrive, and grow. That’s why we’re so proud of our inclusive, friendly, and team-based approach to work.

You’ll find our clients in commercial and industrial sectors, the financial investor community, governments, regulators, trade bodies, and not-for-profit organisations. But no matter who they are or why they’ve reached out to us, we provide a world-class service every step of the way. And that’s possible thanks to the entrepreneurial spirit and conscientious approach to work that you’ll find across all of our teams.

Whichever area of the business you join, you’ll become an integral part an innovative, diverse and ambitious team of people. Clifford Chance is a place where the brightest minds and the best of colleagues meet

Job Description

The role

This position is part of the Tokyo Finance Team that supports payroll and finance operations of Clifford Chance's Tokyo office. Reporting to the Finance Manager based in Delhi, the role is responsible for monthly payroll administration and also accounts payable and cashiering activities. The role also acts as the on-site finance representative who liaises with Tokyo office members, banks, vendors and clients for finance related issues.

Key Responsibilities

Payroll Administration

• Coordinate the outsourced payroll vendors: processing the smooth monthly payroll operation, attending to ad hoc queries and managing regulatory responsibilities such as tax clearances, Social and Labor Insurance.
• Maintain and update master payroll data for joiners, leavers and annual compensation adjustments.
• Review and verify monthly payroll information. You will have sufficient knowledge of tax gross up calculations to review gross up calculations undertaken by our external payroll provider.
• Coordinate with our external payroll provider in processing monthly payroll, ensuring accuracy and compliance with internal controls and regulations.
• Be the collection point for information to be processed in the monthly payroll including overtime, commuting expenses, overtime meals.
• Handle payroll queries and resolve discrepancies in a timely manner.
• Prepare monthly payroll journals and distribute Bengoshi invoices.
• Assist in the development and implementation of payroll policies and procedures.

Accounts Payable

• Prepare and submit payment requests for supplier invoices for Finance and business support departments.
• Being the collection and contact point for staff expense claims (submitted by email).
• Perform checks for payment requests and staff expense claims to ensure tax and internal compliance and provide instructions to Clifford Chance's AP processing team in Delhi.
• Manage AP payment schedule to ensure payments are made on time.
• Follow up any payment issues or missing supporting documents with Tokyo staff.
• Attend to any enquiries relating to payments and timely escalate issues for resolution.
• Maintain filing and keep good AP records.

Cashier Support

• Responsible for daily office account cashier function for Tokyo by checking our office bank account daily and providing booking instructions to the cashiering team based in Delhi.
• Escalate any discrepancy and/or un-identified receipts and timely follow up for resolution.
• Manage client monies as required according to the global client money policy.
• Thoroughly familiar with CC's receipt and client money policies and their operations.

Accounting & Reporting

• Review weekly bank reconciliations for Tokyo bank accounts prepared by the Bank Reconciliation team and follow up any outstanding payments and clear un-reconciling items.
• Prepare basic accounting journals and financial analysis

Other

• Perform validations for new supplier bank account and supplier's requests for bank account changes by phoning Japanese suppliers.
• Request My Number details for new suppliers (for professional services), and issue payment certificates in Japanese to clients as requested.
• Handle client enquires by phone or email in relation to payment of our invoices, help translate client requests and other documents to Japanese and vice versa as needed.
• Acting as the point of contact for banks and support actions required for online banking access rights, payment issues, banking forms, and annual mandate confirmation.
• Make visits to banks, post offices or other authorities as needed to handle presence-required tasks.
• Arrange physical signatures for documents as required.
• Collect and compile supporting documents as required to support audits and tax requests or reviews.
• Ad hoc tasks as assigned by Tokyo Finance Manager
   

Qualifications

Your experience

• 4-5 years relevant experience working in a payroll / finance department of an international business environment. Expat mobility related work experience in a global company is preferred.
• Experience working in a law firm or professional services firm is preferred but not required.
• Good understanding of or experience with Japanese payroll, social insurances as well as consumption tax and withholding tax.
• Knowledge of Japanese government benefits and relevant Japanese Labour Law, including familiarity with processing and filing requirements relating to health, pension, and labour insurance will be highly regarded.
• Japanese native with excellent communication skills, both verbal and written, with professional business level English and a minimum TOEIC score of 850.
• Good at working with numbers (computing, analysing, and reading). Working level proficiency in Excel is essential
• Experience in identifying potential breaches in the company's policies and business risks and escalating as appropriate.
• Possession of accounting/ bookkeeping certification such as Boki.Grade 3 will be a plus.
• Excellent organisational skills, with an aptitude to understand new concepts quickly and solution focused in delivering the role's responsibilities.
• Ability to adapt to changing circumstances and work effectively in a multi-cultural environment and be able to manage interactions with people or multiple tasks.
• High attention to detail and accurate processing skills.
• Effective team player - Demonstrate positive and co-operative interaction with team members and able to develop and maintain positive, constructive working relations with people from diverse background
• A Good working knowledge of Excel, Word and Outlook (and familiarity with Workday would be an advantage).

Additional Information

Equal opportunities statement

At Clifford Chance, we understand that our true asset is our people. Inclusion is good for our team and their families, our firm and society.

We are committed to treating all employees and applicants fairly and equally regardless of their gender, gender identity and expression, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age.  This applies to recruitment and selection, terms and conditions of employment including pay, promotion, training, transfer and every other aspect of employment.

We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.

Our goal is to deliver an equality of opportunity, an equality of aspiration and an equality of experience to everyone who works in our firm. 

Find out more about our inclusive culture here

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