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About the Role

The Global Workplace Services team creates safe, efficient, and engaging workplace environments. This role supports the day-to-day operations of the Japan office, delivering a professional and productive workplace experience. The role coordinates facilities, office administration, vendor management, meeting and event support, workplace safety, and employee onboarding.

Responsibilities

• Handle incoming calls, screening and directing them to consultants.
• Welcome office visitors and serve refreshments.
• Manage incoming and outgoing mail.
• Maintain office equipment and manage office supplies.
• Maintain the office security system and access processes.
• Assist with meeting and event scheduling.
• Coordinate ceremonial arrangements, greeting cards, and telegrams.
• Manage schedules, arrange business trips, car services, and meeting venues.
• Process expense reimbursements.
• Input business data into internal systems.
• Communicate with secretaries and assistants in overseas offices.
• Arrange hotel and transportation for overseas visitors.
• Order business cards in the company standard format.
• Maintain office organization and ensure professional presentation.
• Support office move activities, including unpacking and removing items.
• Update the employee list.
• Check and submit employee timesheets.
• Assist with new employee setup through completing the induction sheet.
• Coordinate with building management for regular maintenance and repairs.
• Assist with invoice issuance.
• Work with IT to ensure office technology functions effectively.
• Support new joiner and leaver processes, including IT equipment setup.
• Report stock of office mobile phones and used laptops.
• Prepare and organize manuals, documents, and other materials.
• Coordinate with the Global Workplace Team on company initiatives and process implementation.
• Conduct regular office inspections to identify faults.
• Conduct regular risk assessments.
• Coordinate incident reporting.
• Support regional HSE meetings with reporting for the Tokyo office.
• Ensure office safety compliance.
• Maintain a list of First Aid and Fire Wardens.
• Coordinate efforts around environmental initiatives.
• Report on Green House Gas emissions.
• Participate in Plastic Free Month initiatives.

Requirements

• Minimum 1 year of experience in administrative or office support roles.
• Proficiency in Microsoft Office (especially Excel, Word, Outlook).
• Strong communication and teamwork skills.
• Fluent English for written and verbal communication.
• Ability to maintain strict confidentiality.

Skills

• Microsoft Office (Excel, Word, Outlook)
• Communication
• Teamwork
• Confidentiality
• CRM systems (preferred)
• ERP systems (preferred)

Location

• Japan

Work Type

• Full-time

Experience Level

• Minimum 1 year

About the Company

• The Global Workplace Services team creates safe, efficient and engaging workplace environments that enable our people and business to succeed.