Job Title

Job Description Summary

Job Description

Roles & Responsibilities:

Administration Manager

• Vendor Management: Serve as point of contact for multiple office vendor relationships coordinating orders, deliveries and other tasks required
• Manage office supply inventory and orders
• Invoice Management: Collect and arrange for monthly payment of office vendors
• Coordinate and management courier relationships
• Serve as periodic point of contact for office building property management office
• Serve as office Health, Safety, Security and Environment (HSSE) team lead working with other colleagues including coordination with office building property management office
• Serve as fire warden for office
• Business card orders, rental car management, visitor preparations, orders of long-term service awards, order flowers/telegraphs for special events and manage office security cards
• Support new hire onboarding process including new staff hire orientation sessions
• Business travel arrangement as needed
• Mailroom management
• Oversight of receptionist position and corresponding tasks
• Work effectively with Finance, HR, Asset Management business and Service Lines
• Various duties relating to planning and organizing office events and projects

Executive Assistant

• Support Country Head covering daily duties as needed
• Scheduling in coordination with other Service Lines and colleagues both in and outside of Japan
• Prepare and modify documents including correspondence, reports, drafts, memos and emails including translations from English to Japanese and vice versa
• Answer and respond to incoming calls and written communications including e-mails
• General clerical duties
• Handle incoming visitors for meetings
• Maintain electronic and hard copy filing systems
• Handle requests for information and data
• Prepare written responses to routine inquiries

• Schedule and coordinate meetings, appointments and travel arrangements
• Prepare agendas for meetings, schedules and Meeting Minutes, as needed
• Take on special projects working independently and/or within a team

Requirements:

• ​Excellent written and verbal communication, organizational, and interpersonal skills
• Advanced IT skillset preferable with knowledge of Microsoft Office (Word, Excel and PowerPoint)
• Ability to process instructions and successfully execute on projects from start to finish, meeting critical deadlines
• Self-starter who thrives in a fast paced, dynamic environment
• Exceptional time management, multi-tasking ability, and organization skills with strong attention to detail
• Makes thoughtful, prompt, systematic decisions sometimes under time constraints
• Presents alternative solutions to problems and considers the impact of decisions
• Analytical and able to resolve administrative issues
• Effective communicator with multiple Service Lines and colleagues, able to articulate verbal and written ideas in a clear and understandable manner