Office & Finance Assistant

Custom Media is an award-winning integrated marketing agency based in central Tokyo. We are seeking a reliable, detail-oriented, and proactive Finance & Office Assistant to support our financial operations and office administration.

This is a hybrid role suited to someone who enjoys variety, takes ownership of their work, and can manage both numbers and day-to-day office coordination with confidence.

The Job:

This position supports both finance operations and office/administrative functions. The role is hybrid, requiring at least two days per week working from our Kamiyacho office.

The ideal candidate will be a native Japanese speaker with a good command of English and over three years of office administrative experience.

Job Description:

Key Responsibilities

Finance & Accounting Support

• Manage Accounts Payable and Accounts Receivable, including:
  • Processing vendor invoices and payments in coordination with our outsourced accounting partner
  • Issuing and processing client invoices
• Assist with bank and account reconciliations
• Handle staff expense claims and manage petty cash reporting
• Provide general administrative support to the finance function, including filing, documentation, and responding to internal inquiries
• Support day-to-day financial operations as needed
   

Office Administration & HR Support

• Manage incoming and outgoing communications, including phone calls and postal mail
• Maintain office supplies inventory and coordinate ordering
• Support HR-related administration, including:
  • Coordinating onboarding processes for new hires
  • Liaising with the outsourced accounting firm on HR documentation (health insurance, pension, etc.)
  • Assisting foreign employees with visa-related document preparation
• Run office-related errands when required (e.g., bank, tax office, law office)

Experience & Education

• Bachelor’s degree
• 3+ years of relevant experience in finance administration, office administration, or a similar role
• Experience working in a multicultural environment is highly valued
   

Skills & Competencies

• Language: Native Japanese fluency is essential, with a good command of English
• Organization & Accuracy: Strong attention to detail, excellent numeracy, and the ability to prioritize and manage multiple tasks
• Technical Skills:
  • Proficiency in Microsoft Office and Google Workspace
  • Strong Excel skills (VLOOKUPs and Pivot Tables are a plus)
  • Experience using accounting software
• Work Style:
  • Proactive, flexible, and quality-oriented
  • Able to work independently while collaborating effectively with the team
  • Positive and constructive under pressure

Team Fit

• A collaborative team player who is open to feedback and willing to share ideas
• Professional, dependable, and service-minded