Key Areas of Responsibilities

• Handle telephone inquiries, coordinate deliveries, and manage postal correspondence.
• Manage office access and access card issuance and logs.
• Coordinate procurement and inventory for office and pantry supplies, and facilities.
• Assist vendor relations and invoice processing.
• Maintain pantry, meeting rooms, vacant workstations, and seating charts.
• Maintain office records and administrative documentation.
• Coordinate travel arrangements and travel insurance reporting.
• Manage VIP guest requests (transportation, hotel, dining, etc).
• Support senior management as needed (expense, scheduling, etc).
• Arrange issuance and termination of corporate cards.
• Support and execute facility projects (relocations, renovations, maintenance, cleaning, etc).
• Work closely with building management company.
• Assist Business Continuity Planning (BCP) related tasks.
• Plan and execute office events (year-end activities) and support business-led events.
• Perform ad hoc administrative duties as required.

Requirements

• Degree holder in any disciplines.
• Minimum 2+ years of relevant experience in administrative functions (preferably in financial or multinational company).
• Native-level Japanese proficiency and business-level or higher English proficiency.
• Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
• Strong organizational skills with high attention to detail.
• Ability to handle multiple tasks effectively and well time management.
• Flexibility to take on new and ad hoc assignments beyond routine responsibilities.
• Strong interpersonal skills, with the ability to build effective relationships with colleagues and clients while demonstrating professionalism and empathy.
• Discretion and confidentiality skills.
• Dependability and strong work ethic and sense of accountability.

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