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About the Role
This role is responsible for the overall office administration of Clearstream Japan Branch, reporting to the General Manager in Japan. The incumbent will also support HR-related matters for the Branch.
Responsibilities
- Attend to visitors by answering and/or referring queries
- Manage branch staff schedule and support event booking
- Keep branch P/L updated
- Management of door access control
- Procurement and management of office equipment and supplies and maintaining proper stock levels
- Provide all FM-related reports including but not limited to regular work reports (weekly, monthly) and emergency event reports
- Assist with the annual health & safety inspection and audit
- Assist in employee’s onboarding, offboarding and training-related matters
- Assist in Time Management matters
- Assist in Tax reporting matters/Monthly bookkeeping matters by co-working with KPMG
- Manage corporate gifts
- Manage SAP Tools CLM/CRM related to contract and client related data
- Manage Office expense management / petty cash
- Screen invoices and prepare payment to vendors
- Final check for internal staff travel Concur expense reports
- Facilitate Internal audit
- Monitor Travel and Expenses Actual (T&E Actual) versus budget
- Manage Office insurance
- Act as Disaster Prevention manager
- Update the Unit Recovery Plan (URP)
- Represent all Japan branch staff to report to the Labor Standard Inspection Office in case of any breach of Japan’s labor code
- Internal and external event organization
- Matters accompanying the previous items
- Cover for Relationship Management, Client Account Management and Customer Services to handle customer enquiries
- Answer phone calls
- Conduct market analysis/research and prepare marketing material
Requirements
- Pro-active, willing to learn and able to multi-task
- Able to work independently but also as a team player in a multicultural and dynamic environment
- Detail-oriented and a strong sense of accuracy
- Confident to work under pressure and to deadlines whilst maintaining good organization and prioritization
- Good analytical and numerical skills
- Strong verbal and written communication skills
- Competent handling of MS Office applications
Skills
- MS Office applications
Location
- Japan