Work Type: Full-Time | Office-Based
Location: Tokyo, Japan
Compensation: Competitive salary based on experience (¥4M – ¥8M annually) + commuting allowance
Position Overview
We are seeking an experienced, proactive, and highly organized Office Manager to run daily corporate operations at our Tokyo headquarters. In this office-based role, you will be the backbone of our administrative structure, ensuring that our logistics team, client support staff, and executive management have the operational support and infrastructure required to function seamlessly.
You will oversee facility management, administrative workflows, vendor relationships, and local HR/accounting support, serving as the central point of coordination across our Tokyo office.
Key Responsibilities
Facility & General Administrative Management
- Oversee day-to-day office operations, facilities maintenance, space planning, and office supply inventory.
- Manage service contracts and ongoing relationships with building management, IT equipment providers, telecommunications vendors, and facility suppliers.
- Implement and maintain organized office policies, administrative filing systems, and record-keeping procedures.
Logistics Administrative Support
- Serve as the administrative hub for operational teams, managing internal documentation, official seal (Hanko) protocols, and company correspondence.
- Assist in cross-departmental administrative workflows between customer service, customs support, and billing teams.
- Organize internal meetings, schedule key operational reviews, and handle corporate event logistics.
Financial & HR Coordination
- Collaborate with accounting to process local office expenses, invoices, vendor payments, and travel claims.
- Assist HR with onboarding processes for new hires, attendance record maintenance, and office-level employee support.
- Monitor office operating budgets and identify opportunities for administrative cost optimization.
Qualifications & Requirements
- Experience: 5+ years of progressive administrative or office management experience in Japan, ideally within logistics, freight forwarding, trading, or a fast-paced operational sector.
- Language Proficiency:
- Japanese: Native level (essential for managing local vendors, official paperwork, and workplace communication).
- English: Business level (capable of email correspondence, administrative reporting, and international staff support).
- Skills: Strong organizational agility, task prioritization, and problem-solving abilities.
- Cultural & Regulatory Competency: Practical knowledge of Japanese corporate administrative norms (Ringi workflows, standard business document formatting).
Technical Skills
- Advanced proficiency in MS Office (Excel, Word, PowerPoint) and cloud collaboration tools (Google Workspace, Slack, Teams).
- Familiarity with basic ERP, ticketing, or office inventory management systems.
Benefits & Work Environment
- Social insurance (Shakai Hoken) fully covered.
- Commuting allowance (Tsukin Teate).
- Regular corporate working hours with a stable, office-based environment in Tokyo.
- Paid annual leave (Yukyu) and public holiday schedule.
How to Apply
Please submit your English CV and Japanese application documents (Rirekisho and Shokumu Keirekisho) detailing your background in office administration and team support.