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Office Manager

年収:800万 ~ 1300万

ヘッドハンター案件

部署・役職名 Office Manager
職種
業種
勤務地
仕事内容 We are seeking to recruit an Office Manager to be based in Tokyo. The office was opened in 2006, and has approximately 50 employees. This role will be responsible for managing all administrative and business services personnel and processes for the office, and will be required to act as a credible interface between front and back office functions. In addition, the incumbent will be expected to maintain operational best practices and work as part of a regional team spanning 8 offices in the Asia Pacific region.
To be effective in this role, this individual will not only oversee all of the office’s operational support areas (travel, file room, reception and food services), real estate/facilities management and the support staff, but will also need to form strong working relationships and partnerships with others throughout the organization, including: the investment professionals, other office managers, those in other Business Operations areas including information technology, human resources, finance, compliance and legal. He/she will be involved in broader administrative activities and other firm-wide initiatives as required.
We are looking for someone who will bring fresh thinking and best practices to us, while adding significant value in helping the Firm attract, motivate and retain the best possible operational support and administrative talent.

Office Management:
・ Vendor Management. Monitor performance and manage relationship with all trade suppliers and service providers (e.g. office equipment suppliers, building contractors and insurance companies). Negotiate contracts and streamline processes to achieve effective cost savings.
・ Corporate Real Estate – Renewal of the lease, rent negotiation (with global Head of Office Ops). Responsible for office moves, build-outs, furniture configuration, ordering, storage and disposal.
・ Office Maintenance. Periodic cleaning of office premises. Liaise with building management and security maintenance company to ensure full compliance and efficiency. Review office insurance requirements on an ongoing basis.
・ Ownership of Emergency Response Plan (ERP) & Business Continuity Plan (BCP): Liaise as the leader of the emergency evacuation team within the organization. Update ERP & BCP as needed; meet with relevant authorities for annual compliance monitoring and complying with any subsequent directives.
・ Coordination of Social Events as required (e.g., Admin team recognition events, year-end Christmas Dinner).
・ Key office contact person for: Travel Agent and Corporate Travel Cards, Taxi companies, Office Supply Vendors. Liaise between EA’s and the vendors if and when issues occur.
・ Work closely with Technology team for various IT related matters, occasionally working with the outside IT vendors.
・ Assist business team on coordination of corporate event as required (e.g. business seminars, conferences, and road shows)
・ People management and performance review for Support Staff including Office Ops Staff, Receptionists and Executive Assistants

Accounting and Finance:
・Review and approve invoices via Account Payable System (VIM), and T&Es. Oversee Concur systems support for team
・ Work with local Finance for expenses accrual and commitments
・ Plan and organize Operations Budget for the Office under supervision of the Regional head of Office Operations. Keep track of operations costs on a monthly basis for the preparation of the budget planning.
・ Oversee Petty Cash management: work with reception who also maintains a minimum supply of cash locked in the reception desk.
・ Act as an authorised signatory for issuing bank payments and transfers

HR Management:
・ In conjunction with the regional Human Capital team, provide support in managing new employment contracts, paperwork, employee files, visa application, background checks, HRIS (Workday) systems maintenance, and inbound relocation coordination.
・ Payroll Management, working with external vendor regarding Payroll, Monthly leave/OT reports reconciliation and work with Finance to review and approve payroll processor’s payroll reports.
・ Conduct new hire orientation regarding benefits, facilities, administrative duties and security according to the Regional On boarding process. Update Employee Handbook for the office as necessary.
・ Track the office claims on Gym subsidy.
・ Manage Insurance policies: Workers Compensation, Travel, claims support. Health Insurance: Life/TPD/Salary Continuance, Superannuation
・ Supervise database maintenance of benefits providers

Corporate Governance:
・ Liaise with APAC CCO to help manage local legal/regulatory correspondence, surveys and inquiries;
・ Manage registers (for compliance purposes and business sponsorship)
応募資格

【必須(MUST)】

• A minimum of 10 years+ of experience in Office Management/Administration/Facilities & Corporate Services in which the last three years should be in a similar role. Able to work independently in this role.
• Native level in Japanese and fluency in written and spoken English
• Strong systems literacy, including MS Office (Word, Excel, PowerPoint) capability
• Demonstrated track record of successful team management and the ability to build effective working relationships
• Solid knowledge of local labour laws and Health & Safety requirements. Knowledge of HRIS systems, such as Workday is preferred
• Relevant experience within a financial institution, professional services or multinational company environment is preferred.

更新日 2021/12/08
求人番号 1979082

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