Office Assistant - Tokyo, Japan

Our corporate activities are growing rapidly, and we are currently seeking a full-time, office-based Office Assistant to join our Facilities team. This position will work on a team to accomplish tasks and projects that are instrumental to the company’s success. If you want an exciting career where you use your previous expertise and can develop and grow your career even further, then this is the opportunity for you.

• For all responsibilities below, the incumbent will be supporting the Tokyo office and remote assistance to Osaka office when needed
• Based at Reception, responsible for receiving visitors at the front desk by greeting, welcoming, directing them appropriately
• Ensures external meetings and visitors have clean, well-stocked and maintained spaces and supports catering orders and set-up/take-down
• Track, process, and organize various documents, supplies, shipments, samples, invoices, transactions, and communications, as necessary
• Supports local office administration, including but not limited to Purchasing, HR, logistics, IT, and Finance
• Supports Facilities Management with project coordination for space changes, remodels and expansions as assigned
• Supports space planning efforts by coordinating office/desk assignments, obtaining necessary approval(s) and keeping data in system current at all times
• Supports financial administration of processing incoming invoices and office expenditures, providing detailed information and processing payments accordingly
• Ensure proper housekeeping of office premises and to take corrective action steps when needed to rectify issues
• Able to maintain applicable database systems, handle manual duties and perform regular facilities inspections
• Develop and maintain strong relationships with service vendors and landlords to ensure efficient maintenance of building and grounds

• High school diploma and at least one-year relevant professional corporate experience, preferably in healthcare industry
• Knowledge and experience with Microsoft Windows and Office operating systems
• Knowledge and organizational skills to perform day-to-day departmental support activities (i.e., shipping, archiving, filing, departmental meeting minutes)
• Excellent Japanese and English verbal and written communication skills in dealing with stakeholders from diverse backgrounds;
• Native Japanese is a must and some English skills is a plus