Office Manager

Job Description We are seeking a polished and highly organized Office Manager to oversee daily operations at our corporate headquarters. This multifaceted role is the heartbeat of our office, ensuring a seamless and professional environment that supports our real estate and hospitality teams. Reporting to the CEO, the Office Manager will balance facilities management, administrative support, and HR coordination while providing direct assistance to our agents and leadership. As the first point of contact for clients and guests, you will embody our commitment to exceptional service, ensuring that every interaction reflects the luxury standards of our brand. The ideal candidate is a proactive problem-solver who thrives in a dynamic, 15–20 person office environment and can seamlessly transition from managing vendor contracts to supporting real estate transactions. Key Responsibilities General Office Operations & Facilities • Oversee daily office upkeep, coordinating with building management and scheduling repairs or janitorial services to maintain a professional environment. • Manage inventory of office supplies and equipment; maintain vendor relationships for IT, utilities, and maintenance. • Monitor the office budget, process invoices, and track expenses to ensure financial efficiency. • Ensure professional front desk reception for guests, answer phone inquiries, and manage mail and deliveries. Real Estate Specific Support • Assist agents with real estate paperwork, including contracts, agreements, and lease signings, ensuring compliance with industry regulations. • Support marketing activities, such as updating property listings and preparing promotional materials. • Act as a liaison between agents, clients, and management to facilitate smooth property transactions. • Maintain accurate client records and lead databases in CRM systems. Hospitality & Guest Relations • Manage client and guest inquiries or complaints with a high-touch service orientation. • Coordinate corporate events, client appreciation functions, and internal team-building retreats. • Manage shared meeting room calendars and coordinate staff schedules if hospitality operations require 24/7 or weekend coverage. HR & Staff Management • Supervise and motivate administrative staff; conduct performance reviews and address personnel issues as needed. • Facilitate new hire onboarding, including workstation setup, IT access, and policy training. • Serve as an ambassador for company culture, fostering a positive and productive team environment. Administrative & Executive Support • Schedule meetings and appointments for leadership; coordinate staff travel arrangements. • Prepare internal reports on office performance, financial statistics, or project statuses for senior management. Working Hours Basic working hours: 9:00 AM to 6:00 PM (8 hours of actual work) Break time: 60 minutes Job Requirements Qualifications & Skills • 3+ years of experience in office management, administration, or a related role. • Experience in real estate, hospitality, or a professional services environment strongly preferred. • Familiarity with real estate transactions, contracts, or real estate portals are a plus. • Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint). • Experience with CRM systems and basic accounting/expense tracking software. • Strong command of written and verbal communication • English communication ability is highly preferred Personal Attributes • Polished & Professional: Poised demeanor suitable for interacting with high-profile clients. • Organized: Ability to juggle diverse responsibilities—from facilities to HR to transaction support— without missing details. • Service-Oriented: Genuine passion for creating positive experiences for colleagues and clients alike. • Proactive: Anticipates needs and addresses issues before they escalate. English Level: Business Conversation Level (TOEIC 735-860) Japanese Level: Native Level What We Offer • A competitive compensation package commensurate with experience. • Comprehensive benefits package, including health insurance and social security. • The opportunity to be a pioneer in a new field of creative technology within a stable industry. • A collaborative and supportive work environment that values innovation. • Access to the latest software and tools. • A dynamic, supportive, and professional work environment. • The unique lifestyle and natural beauty of Okinawa, Japan. Holidays Complete two-day weekend (Saturday, Sunday, and public holidays) Summer vacation Year-end and New Year holidays Annual paid leave (In accordance with the Labor Standards Act) Job Contract Period Full-time employee Nearest Station 6-minute walk from Miebashi Station on the Yui Rail (monorail) line.