Employment Type: Full-time, direct hire (40h/week)
Work Style: Hybrid after training (3 days office, 2 days WFH/week) *possibility of becoming 5 days at the office in the future
About the Role
This role is ideal for a highly organized, service-oriented professional who enjoys coordinating administrative functions, managing office operations, and supporting employee relocation and onboarding activities.
Reporting to the Accounting Manager, the Office Administrator will serve as a key point of contact for office facilities, employee support, company vehicle administration, and expatriate assistance.
Key Responsibilities
Office Administration & Facilities
Coordinate office maintenance, repairs, and vendor services.
Manage office, kitchen, and facility supplies.
Oversee office equipment, including printers, phones, and related services.
Maintain employee contact lists, seating charts, and office records.
Support a clean, organized, and efficient workplace environment.
Employee Support
Assist with onboarding activities for new hires.
Prepare workstations, office access, and employee resources.
Order business cards, company apparel, and other employee materials.
Manage incoming calls, mail, deliveries, and visitor coordination.
Company Vehicle Coordination
Schedule and manage company vehicle reservations.
Track vehicle usage, maintenance, and registration renewals.
Coordinate with dealerships and service providers as needed.
Administrative Support
Assist with annual budgeting and office-related projects.
Support telecommunications and equipment requests.
Coordinate special administrative initiatives and employee communications.
Japanese Expatriate Support
Provide bilingual support in Japanese and English.
Assist expatriate employees with relocation, housing, banking, transportation, and settlement-related matters.
Coordinate appointments with government agencies and external service providers.
Provide interpretation and translation support when needed.
Support orientation and onboarding activities for newly arrived expatriate employees.
Qualifications
Fluent in both Japanese and English (spoken and written).
2+ years of office administration, administrative support, or related experience.
Willingness to learn account duties.
Strong organizational and multitasking skills.
Excellent communication and interpersonal abilities.
Proficiency in Microsoft Office and standard business applications.
Ability to manage multiple priorities with attention to detail.
Valid driver's license and ability to transport employees or company vehicles when necessary.
Preferred Qualifications
Experience supporting Japanese expatriates or working within a Japanese business environment.
Experience with facilities coordination, office management, or employee support functions.
Customer-service-oriented mindset with a proactive approach to problem
