Office Manager
Job Summary
The Office Manager will oversee daily operations, finance, and administrative functions for the Tokyo office. This role involves maintaining inventory, managing sales support, and ensuring smooth communication between the local team and the UK Head Office. The position requires a proactive professional capable of handling diverse tasks in a growing business environment.
Responsibilities
- Manage daily office operations and administration
- Oversee finance, accounting, and inventory processes
- Provide sales and marketing support
- Facilitate communication between Japan and UK offices
Required Skills
- Fluency in Japanese and English
- Advanced MS Office proficiency
- Office management experience
- Oracle NetSuite knowledge (preferred)
- Strong time management and attention to detail
Job Details
### Role Overview
The Office Manager is responsible for the daily operation of the Tokyo office and all associated administrative functions. You will serve as the primary administrative contact for the Japan team and ensure seamless communication between local operations and the UK Head Office.
### Key Responsibilities
1. Office & Operations Management
- Manage the end-to-end order process from receipt to dispatch.
- Monitor and control inventory levels and maintain relationships with key suppliers.
- Enforce Group-wide SOPs and provide training for new employees.
- Handle customer enquiries and manage the Tokyo office lease and supplies.
2. Accounting & Finance Administration
- Maintain the purchase ledger and manage credit control.
- Administer bank accounts, reconciliations, and process employee expense claims.
- Calculate sales commissions/bonuses and submit daily/weekly/monthly reports to the UK.
3. Sales & Marketing Support
- Administer "Lunch & Learn" meetings and the "Preferred Partners" programme.
- Manage the storage and dispatch of marketing materials.
- Handle product complaints in coordination with the UK Quality Control department.
4. Flexibility & Ad-hoc Duties
- Support general administration and undertake tasks required by business growth.
- Attend training and participate in occasional travel if required.
### Job Requirements
- Experience: Proven experience in Office Management.
- Languages: Fluency in both Japanese and English (Written and Spoken).
- Technical Skills: Advanced proficiency in MS Office (Excel, Word, PowerPoint, Outlook).
- Soft Skills: Exceptional attention to detail, strong time management, and excellent interpersonal skills.
- Adaptability: A flexible mindset with the willingness to take on diverse tasks.
### Desirable Skills
- Experience with Oracle NetSuite is highly preferred.
- Graduate degree preferred.
- Fast learner, self-motivated, and a strong team player.
### Additional Information
- English Level: Business Conversation Level (TOEIC 735-860)
- Japanese Level: Fluent (JLPT Level 1 or N1)
- Working Hours: 8:30-17:30
- Contract Type: Full time