Bilingual Office Manager

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. 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. Working Hours • Basic working hours: 9:00 AM to 6:00 PM (8 hours of actual work) • Break time: 60 minutes Requirements • English Level: Business Conversation Level (TOEIC 735-860) • Japanese Level: Native Level