Handle day-to-day administrative tasks for General Affairs department.
Serve as the first point of contact to respond to internal customer service inquiries, resolve issues quickly, and maintain a high level of employee satisfaction.
Manage office supply inventories and negotiate with vendors to obtain competitive prices for office supplies.
Develop and implement efficient systems of supply storage and distribution.
Manage the relationship with office services vendors, evaluate their performance, and make recommendations as appropriate.
Partner with Facilities Manager and Safety Manager to maintain a safe and positive work environment for all employees.
Oversee Office Coordinator. Assign tasks, provide guidance, and evaluate performance as appropriate. Foster a collaborative and efficient work environment.
Assist with budgeting, financial reporting, and billing processes.
Analyze operational data to identify areas for improvement and implement strategies to enhance office efficiency.
Execute ad hoc projects and tasks assigned by Senior Manager.
Assist with projects and tasks requested by the headquarters office in Japan.
Business Insurance:
Coordinate insurance-related activities, such as claim submissions, progress tracking, and closing files.
Liaise with insurance agents and brokers to ensure seamless operations.
Provide support for insurance renewals and coverage assessment.
Manage certificate of insurance issued to external customers and partners.
Work with stakeholders to manage certificate of insurance issued by external partners.
Proposal Processing:
Manage the processing of proposals, including reviewing, organizing, and presenting them to relevant stakeholders.
Collaborate with teams to ensure timely submission of proposals.
Provide proposal training to new hires.
Respond to proposal-related questions in a timely manner.
Legal, Compliance, Regulations and Policies:
Assist with legal document review, ensuring accuracy and compliance.
Manage contract management system by keeping all records up to date and making recommendations to renew or terminate agreements, contracts, etc.
Ensure the office complies with relevant laws, regulations, and industry standards.
Keep up to date with changes in legal requirements and adjust office policies and procedures accordingly.
Support implementation of policies and procedures.
Take a supportive role in business continuity team.
Expatriate Support:
Provide expatriate integration support such as visa processing, housing and transportation arrangements, etc. to ensure smooth transition.
Translationand Interpretation:
Interpret and/or converts spoken statements from English to Japanese and vice versa in a range of business settings in either consecutively or simultaneously.
Translate and/or edit Japanese written correspondence and verbal communications into English and vice versa.
Qualifications:
Ability to read, interpret and write business documents in English and Japanese.
Strong organization, communication, and analytical skills.
Ability to manage multiple tasks efficiently.
A bachelor's degree in Business Administration, Management, or a related field with minimum 5 years of experience in office management or related roles.