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About the Role

The People Admin Coordinator provides administrative and operational support for HR and Payroll Administration in Japan. This role ensures compliance with Japanese labor laws, supports the preparation of employment-related documents, and acts as a point of contact for employees and governmental authorities regarding HR and Payroll inquiries. The position collaborates closely with the Japan Payroll team based overseas to ensure smooth and accurate payroll operations.

Responsibilities

Create and manage employment contracts, contract amendments, and separation documents in compliance with Japanese labor laws.
Accurately manage employee information and update HR systems, including timekeeping systems.
Respond to employee inquiries regarding HR-related matters and provide guidance on company policies and procedures.
Handle inquiries and respond to various requests from municipal and administrative bodies.
Support responses to audits, investigations, and on-site inspections by administrative bodies.
Manage employment-related processes to ensure compliance with Japanese labor laws and company standards.
Submit and manage required reports according to legal requirements by deadlines.
Manage and update internal regulations and HR policies to comply with Japanese labor laws.
Conduct new employee orientation (onboarding training).
Prepare and coordinate monthly payroll data (new hires, absences, resignations, salary changes, leave, benefits information) for the external payroll provider.
Facilitate smooth communication between employees and the payroll team.
Support onboarding and offboarding processes, including preparing necessary documents and updating HR systems.
Coordinate with external advisors and support related tasks.

Requirements

Bachelor's degree or higher.
Over 2 years of practical experience in employment management or payroll-related work.
Knowledge of Japanese labor laws and compliance requirements.
High attention to detail and accuracy, with excellent organizational skills.
Excellent communication skills in both Japanese and English.
Proficiency in Microsoft Office tools.
Experience with Oracle HCM is a plus.
High sense of confidentiality and integrity in handling sensitive information.
Problem-solving skills and a proactive attitude towards business improvement.

Skills

Employment Documentation
HR Support & Compliance
Payroll Coordination
Administrative Tasks
Japanese Labor Law
Microsoft Office
Oracle HCM (preferred)
Confidentiality
Problem-solving
Communication (Japanese and English)

Location

Tokyo, Japan

Work Type

Full-time
On-site

Experience Level

2+ years

Education Level

Bachelor's degree or higher

Salary/Compensations

Monthly salary starting from 310,000 JPY (includes 40 hours of assumed overtime allowance). Determined based on experience, skills, and company regulations.

Benefits

Annual holidays: 120+ days
Weekends and public holidays off
New Year's holiday
Summer holiday
Golden Week holiday
Paid leave
Sabbatical leave (3 weeks after 10 years of service, 4 weeks every 5 years thereafter)
Congratulatory and condolence leave
Special leave
Sick leave
Marriage leave
Maternity and childcare leave (実績あり)
Commuting allowance
Social insurance (Employment, Workers' Compensation, Health, Pension)
EAP (Employee Assistance Program)
On-site smoking ban
Casual dress code
Overseas training program
Re-employment allowance (equivalent to 4 weeks' salary during maternity leave)
English Live (online English conversation)
EF Hello app usage (for learning English, French, Italian, Spanish, German)
Tuition support program (USD 1500 per year)
Referral bonus
10-year anniversary suitcase
Discounts on EF programs
Coffee maker and cafeteria-style break area

About the Company

EF (Education First) is a global association of education companies founded in Sweden in 1965 with a common mission to open the world through education.
EF Language Abroad is dedicated to opening the world through education, using language learning to deepen global connections.
EF has been recognized on Forbes 2025 and 2024 World’s Best Employers and 2024 Top Companies for Women lists, Fast Company’s 2025 Next Big Things In Tech, and was a 2024 App Store Award winner in Cultural Impact.
EF offers immersive short-term and long-term language courses and programs across different languages in the countries where they are spoken.
EF is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults.

Equal Opportunity

All positions are subject to a criminal background and/or reference checks, as applicable.