Global IT Event Coordinator
Job Summary
The Space & Service Coordinator (SSC) acts as a middle office professional managing event requests, space allocation, and team scheduling. You will utilize internal systems to oversee event requirements, coordinate between clients and staff, and ensure operational efficiency. This role requires excellent organizational skills and the ability to maintain clear communication in both English and Japanese.
Responsibilities
- Manage and process internal event requests
- Allocate event venues and meeting spaces
- Assign Event Managers and Specialists to projects
- Maintain and update event calendars and data tickets
- Coordinate communication between clients and internal teams
Required Skills
- Business level English (TOEIC 800+)
- Business level Japanese (JLPT N2+)
- 5+ years of coordination experience
- Expertise in G-Suite / Google Workspace
- Strong problem-solving and organizational skills
Job Details
Job Description: The "Space & Service Coordinator (SSC)" position will be responsible for receiving all event requests from the company through our internal event request system, quickly allocating appropriate event spaces based on event level, requirements, and space availability, and assigning team members (Event Manager / Event & Service Specialists). While the role primarily involves desk work such as managing and updating request tickets, calendars, and data, it is also a middle office role that involves initial communication with clients.
Key Duties:
1. Handling event requests from multiple locations and allocating event venues/meeting rooms to ensure optimal space.
2. Assigning team members (Event Managers and Event & Service Specialists) to each online event request.
3. Reviewing request details, determining the required level of support, and assigning accordingly.
4. Ensuring that calendars and information are properly updated for all meeting and event requests.
5. Gathering all necessary information for the approval process.
6. Organizing the latest communications and related information, including approved changes for groups and documentation of meetings with event organizers, Event Team Leads, and Event Managers.
7. Monitoring cancellations, room usage, and availability to maximize resource and space utilization.
8. Managing and verifying all allocated and open spaces to ensure smooth communication between the event manager and business units.
Working Hours:
[Standard Working Hours] 9:00-18:00 (8 hours of work/1 hour break)
[Overtime Hours] Approximately 10-20 hours per month on average
Job Requirements:
* Japanese Language Proficiency: Business level (N1 or higher preferred; N2 acceptable with experience).
* English Language Proficiency: Business level or higher (TOEIC: around 800).
* Work Experience: 5 years or more in coordination-related roles.
* Proficiency in G-suite / Google Workplace (Drive, Slides, Docs, Sheets, Meet, etc.).
* Strong team player with a flexible, pro-active, and problem-solving mindset.
Benefits:
* Comprehensive Social Insurance (Employment, Workers' Compensation, Health, and Pension).
* Health Insurance Association perks (Resorts and Sports Clubs).
* Performance Bonus (twice a year).
* Salary Increase: Once a year (April).
* Annual holidays: Approximately 120 days (Saturday and Sunday off).
* Paid leave, maternity/childcare leave, and bereavement leave.
Job Contract Period:
* Full-time employment.
* Probationary period: 6 months.