Office Administrator – Japanese Bilingual

Summary

Support the Administration/HR team by handling day-to-day office operations, hospitality, and general administrative tasks that keep the workplace running smoothly.

Key Responsibilities

• Subscriptions & Memberships: Maintain lists, process approvals, add/remove users, and manage renewals.
• Event Tickets: Track usage for company event tickets; coordinate forwarding to attendees; manage listings on approved ticket platforms as needed.
• Housing Coordination: Communicate with landlords for company-sponsored apartments and handle basic logistics.
• Cross-Department Liaison: Coordinate with teams to keep daily operations smooth.
• Meeting & Hospitality: Set up conference rooms and provide beverages for guests; order, receive, set up, and clean up catering for meetings/events.
• Office Care: Keep conference rooms and kitchen areas tidy (dishwasher, refrigerators, restocking beverages).
• Supplies & Equipment: Monitor and order office and breakroom supplies; manage inventories (including printer/copier toners) and oversee office equipment maintenance.
• Mail & Deliveries: Handle all incoming/outgoing mail, packages, and faxes; distribute promptly.
• Building & Vendor Coordination: Work with building management on access cards, visitor support, and maintenance; maintain vendor accounts (shipping, office supplies, beverages, hotels, etc.).
• Administrative Support: Provide additional assistance to administrative staff on special projects and non-confidential HR tasks (e.g., distributing forms, photocopying, filing).
• Workplace Standards: Maintain a clean, organized office environment.

Qualifications

• 2 years’ experience as an Office Services/Office Admin Assistant in a corporate setting.
• Strong organization, time management, and multitasking skills with high professionalism.
• Clear written and verbal communication; strong interpersonal and customer service mindset.
• Comfortable with basic computer tasks and coordinating with vendors/building staff.

Helpful Skills

• Vendor relations and customer relations
• Diplomacy and professionalism
• Managing multiple tasks simultaneously

Temp to Hire: 6-week temporary period, then conversion to direct hire