【ドイツ本社】 Office Manager｜・パーソナルアシスタント・オフィスマネージャー・ホスピタリティー経験歓迎

Summary:
The Office Manager will manage, organize, coordinate office administration tasks and
procedures, ensure organizational effectiveness, improve efficiency, manage office supplies
inventory, oversee and manage of subsidiary daily finances, human resource topics, office
staff supervision, and ensure the safe operation of the office.

Responsibilities:

• Organising office procedures and operations
• Ensure office processes and procedures are well organized, design filing systems, plan and execute supply requisitions, clerical functions are properly assigned and monitored.
• Point person for office maintenance, mailing, supplies, equipment, bills and various errands.
• Working together with the Country Manager, plan, improve, implement, and monitor office policies by setting up procedures and standards to guide the operation of the office.
• Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise.
• Together with the regional Head of Finance, supervising and ensuring that transactions of any kind are clearly recorded, documented, and match with group practices and local regulations.
• Working in conjunction with the regional HR manager, providing local HR support in recruiting and training new staff, and provide guidance to staff, and managing internal staff relations.
• Together with the regional Marketing Manager, organize orientation and training of staff members.
• Coordinate with the regional IT department on managing office IT equipment.
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time.
• Ensure security, integrity and confidentiality of office data.
• Manage executives' schedules, calendars and appointments.
• Participate actively in the planning and execution of company events.
• Handle general phone inquiries and assign them to related staff for follow-up.
• Provide general support to visitors.
• Maintain a safe and secure working environment.
• Any additional work-related requests by the company.

• Diploma / Degree in Administration/Business Management
• Minimum 5 years’ proven experience as an Office Manager, Front Office Manager or Administrative Assistant
• Knowledge of Office Administrator responsibilities, systems and procedures
• Well-versed in Japan Employment Act, Pension, and taxation, etc.
• Good command of written and spoken English and Japanese in order to liaise with different entities
• Proficiency in Microsoft Office applications, including Word, Excel and PowerPoint
• Good communication skills and ability to perform under stress
• Good time-management skills and ability to work in a fast-paced business
• Immediate available/short notice is preferred