Description
Job Title: Office Manager (Facilities, Workplace & Office Operations)
We are seeking an experienced Office Manager to oversee the day-to-day operations of our Japan offices based out of our Tokyo office. Our Tokyo office launched in November 2025 and currently operates from a serviced office environment. This position requires in-office attendance five days per week, Monday through Friday, during standard working hours of 9:00 A.M. to 6:00 P.M. JST.
The successful candidate will serve as the primary onsite resource for office operations, facilities coordination, workplace experience, vendor management, health and safety support, office administration, and office growth initiatives. Working closely with building management, vendors, the Japan Corporate team, Business Unit Executive Assistants, and Singapore Corporate Real Estate, this individual will help ensure the Tokyo and Osaka office operates efficiently, professionally, and in accordance with company standards while supporting future office expansion and/or relocation projects. The successful candidate must be able to manage priorities, work independently, be a self-starter, provide excellent customer service, and help foster a team atmosphere in a professional, diverse, fast-paced environment.
Reporting Relationship and Working Relationships:
This position will have a functional reporting relationship to Singapore Corporate Real Estate and a day-to-day reporting relationship to the Japan People Lead. The successful candidate will work closely with Finance, IT, Executive Assistants, and business stakeholders across Japan.
Responsibilities:
- Serve as the primary onsite Office Manager for Japan offices based out of the Tokyo office and act as the central point of contact for day-to-day workplace operations, facilities coordination, and employee office support (Note: Occasional domestic travel to Osaka required):
- Provide backup visitor and interview greeting support when EAs are unavailable or for Global/VIP visits, as needed.
- Monitor and answer the main office line and route calls as appropriate.
- Share relevant office-wide announcements, including building management communications (e.g., planned power outages, building events affecting availability of rooms or common areas)
- Serviced Office & Facility Coordination:
- Serve as the primary point of contact with the serviced office's property management team, in coordination with the Singapore CRE team
- Handle same-day facility matters (e.g., HVAC/temperature adjustments, cleanliness issues) that require immediate onsite resolution and cannot wait for CRE coordination
- Review and check interior fit-out / construction work applications submitted as tenant, including familiarity with Japanese office construction classifications (e.g., A工事、B工事, C工事) and their safety implications
- Manage external vendor scheduling for maintenance visits, both emergency and regular
- Support facility-related needs for the Osaka office as needed, including occasional travel
- Submit and track facility requests through applicable internal or serviced-office systems.
- Workplace Experience & Office Administration:
- Help foster a positive employee workplace experience through effective office operations, workplace communications, employee events, and office engagement activities.
- Partner with HR, EA, and business stakeholders to support office-wide initiatives and employee experience programs.
- Collaborate with the EA team and other stakeholders on catering and room set up/clean-up for meetings/events as needed
- Daily upkeep of copy and printer areas throughout the office
- Purchase and maintain inventory of office supplies (printing, signage, tools and materials), following procurement policies and procedures
- Support the company seal request process in accordance with internal approval and custody procedures
- Stationery ordering
- Maintain local office instructional documents for temp coverage requirements
- General tasks as needed, including copying/scanning
- Successfully interact with the Executive Assistant (EA) team
- Manage/update content on the SharePoint A&M Connect site for the Tokyo and Osaka offices
- Support employee engagement, office culture initiatives, and workplace experience programs that promote collaboration and a positive office environment.
- Maintain current employment and state information in central display areas
- Coordinate secure disposal of confidential company documents in accordance with company policies.
- Workplace Onboarding & Employee Support:
- Email/welcome all new hires with office-related information
- Administer building access in line with the serviced office's access policies
- Support on-site new hire photo shoots (as needed)
- Confirm new hire seating arrangements (assigned meeting rooms, badges, etc.)
- Office Operations, Equipment & Vendor Management (Note: Vendor management responsibilities are premised under Shared Office arrangement):
- Manage mobile phone carrier contracts (rental agreements, contract changes/cancellations) and respond to carrier-related inquiries, in coordination with other stakeholders as needed
- Manage mobile device lending and inventory
- Manage desks, chairs, lockers, and other office furniture/equipment, in coordination with CRE.
- Manage central equipment inventory for on/offboards
- Manage inventory of standard peripherals/accessories such as mice, cables, docking stations, etc.
- Provide first-level troubleshooting support for common office technology and AV issues and coordinate escalation to IT support teams as required.
- Prepare shipping labels for laptop returns as needed
- Process incoming and outgoing domestic and international mail and packages
- Certified mail receipt distribution as needed
- Manage and coordinate domestic and international courier shipments and schedule courier pick-ups as required.
- Space Management & Workplace Systems Administration:
- Assist with set-up of available space in the Reservation System working with global CRE space management system.
- Monitor usage of the Space Reservation System to ensure compliance
- Book desk reservations for visiting employees
- Delete unused desk reservations
- Act as adjudicator for any space usage conflicts
- Maintain space allocations and seat assignments for chargeback use
- Security, Employee Health and Safety (Japanese Employee Health & Safety):
- Building access (badges/entry) is administered under the serviced office building's own access management (i.e. Future requirement of traditional space, security management of global enterprise premises security system/badging)
- As tenant, review interior construction/fit-out work applications for safety compliance
- Serve as Fire Warden and support Japan workplace health and safety activities; if legally required and appropriately licensed, may serve as 衛生管理者.
- Prepare, maintain, and periodically replenish emergency preparedness supplies (e.g., earthquake emergency kits, evacuation bags) for the office
- Coordinate office emergency preparedness, evacuation procedures, and business continuity activities in partnership with building management and internal stakeholders.
- Office Set-Up & Relocation Support:
- Serve as the primary onsite support for office set-up matters and any future office relocation
- Work as directed by the CRE Project Manager
- Organize and pack common areas in the office as needed
- Dispose of unwanted or obsolete items
- Coordinate with each SBU to pack their respective areas
- Vendor Management:
- Manage relationships with office-related vendors and service providers, including maintenance providers, courier services, telecommunications providers, and serviced office management.
- Monitor vendor performance and escalate service issues as appropriate.
- Procurement Support:
- Coordinate with Finance on office-related purchases and vendor invoices in accordance with procurement, approval, and accounting policies, working closely with business stakeholders.
- Compliance & Confidentiality:
- Maintain the confidentiality of company records, employee information, access credentials, and sensitive business documents in accordance with company policies and applicable legal requirements.
- Support office compliance and document retention activities in accordance with company policies.
- Coordinate administrative submissions or documentation support for government or regulatory processes, as directed by Legal, HR, Finance, or
relevant business leadership.
Required Experience & Qualifications:
- Experience:
- 5+ years of experience in office management, office operations, facilities coordination, workplace services, executive support, or a related role.
- Experience working in a multinational or foreign-affiliated company (外資系企業) preferred.
- Experience supporting a serviced office environment, office expansion project, or office relocation project strongly preferred.
- Experience with vendor coordination, procurement, office administration, facilities operations, or workplace management preferred.
- Basic Qualifications:
- Ability to work onsite five days per week in Tokyo and travel occasionally within Japan as business needs require.
- Ability to perform occasional light physical office set-up activities, including movement of office supplies, equipment, and workplace materials.
- Languages:
- Native-level or business-level Japanese proficiency required.
- Business-level English proficiency required to collaborate effectively with regional and global stakeholders.
- Customer Service / Stakeholder Management:
- Strong customer service mindset and ability to build relationships with employees, visitors, vendors, and leadership.
- Organization / Problem Solving:
- Excellent organizational skills and ability to manage multiple priorities in a fast-paced environment.
- Strong attention to detail, follow-through, and problem-solving capabilities.
- Systems Proficiency:
- Proficiency in Microsoft Outlook, Excel, Word, PowerPoint, Teams, SharePoint, and Adobe Acrobat.
Preferred Qualifications & Experience:
- Demonstrates ability to exercise sound judgment, discretion, and professionalism when handling confidential or sensitive matters.
- Willingness to obtain 衛生管理者 qualification preferred, subject to business need.
- Knowledge of Japanese workplace health and safety practices, emergency preparedness, or office construction processes is an advantage.
- Knowledge of — or willingness to learn — Japanese office interior/construction classifications (e.g., A工事、B工事, C工事) and related safety considerations.
- Experience within professional services, consulting, financial services, legal, or multinational corporate environments preferred.
Equal Employment Opportunity Employer:
- A&M is committed to an inclusive hiring process. Candidates who require reasonable accommodation during the application or interview process are encouraged to inform us.
Employment Information:
- Employment type: Permanent
- Probation period: 6 months
- Office location: Marunouchi, Tokyo
- Annual leave entitlement: 20 days per annum
- Social insurance: Covered
- Overtime eligibility/exemption treatment: Overtime eligibility and management classification will be determined based on experience and qualifications.
