The Office/Admin Assistant will provide comprehensive administrative and operational support to ensure the smooth running of the office. This role covers reception, office facility management, procurement, IT coordination, compliance-related tasks, and employee support activities. The position requires strong organizational skills, attention to detail, and the ability to liaise effectively with internal teams, vendors, and external stakeholders.
Key Responsibilities:
Reception & Office Operations
Manage office reception, including welcoming visitors and managing entrance access.
Handle incoming calls via the company’s direct line.
Collect and distribute post mail from customers, legal firms, and other stakeholders.
Monitor inventory of office supplies and refreshments; process purchases via system.
Office & Facility Management
Support lease contracts in coordination with Group Head of Real Estate.
Assist with office move projects and related logistics.
Liaise with building management and vendors
Security compliance (SECOM) contracts and audit monitoring
Employee security card management
Storage service contracts (documents handling)
Office cleaning arrangements
Courier and copy lease services
Building surveys and communications to employees
Support CSR data collection and reporting.
IT & Equipment Coordination
Coordinate with APAC IT for new employee PC and phone setup.
Manage company IT device inventory and maintenance.
Oversee contract renewals for company phones and devices (bidding process).
Support PC purchasing and device quotation selection.
Compliance & Corporate Governance
Handle documentation including seal affix and mailing to legal firms.
Manage legally registered company seal (liaise with Japan Representative Director).
Obtain and manage company registration copies and certifications through the Legal Bureau system.
Purchase revenue stamps for tax compliance requirements.
Finance & Administrative Support
Prepare and send invoices (PDF, postmail) and customer-specific delivery notices.
Support bank-related administrative tasks, including transactions for profile changes.
Employee & Visitor Support
Provide indirect procurement support, raising PR requests when required (including emergencies or security needs).
Qualifications & Skills:
Proven experience as an administrative assistant, office coordinator, or similar role.
Strong organizational and multitasking abilities.
Knowledge of office management procedures and vendor management.
Familiarity with IT/PC setup coordination preferred.
Proficiency in Microsoft Office Suite and basic procurement systems.
Ability to handle confidential information with integrity.
Excellent communication and interpersonal skills in both Japanese and English (MUST).