We are seeking a reliable and proactive Office & Administrative Manager to support the daily operations of our growing company in Japan. The ideal candidate combines strong organizational and communication skills with a high sense of responsibility and professionalism. This role serves as the central point of coordination between our management team, accounting office, vendors, and customers.
Finance & Accounting Coordination
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Communicate with our external accounting company in Japanese and English.
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Prepare invoices and provide payment instructions to the accountant.
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Track vendor payments, customer invoices, and company expenses.
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Support monthly financial reports and record-keeping.
Customer & Partner Coordination
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Arrange meetings and schedules for directors and visiting international staff.
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Assist in communication with customers, insurers, and corporate partners.
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Support with Japanese correspondence and interpretation when necessary.
Office & Vendor Management
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Coordinate purchases of equipment, supplies, and cleaning or maintenance services.
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Handle communication with service providers and vendors.
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Manage office phone, fax, and email accounts (e.g., info@, finance@, contact@).
Document & Information Management
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Organize and maintain digital files, contracts, and invoices on OneDrive and SharePoint.
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Ensure all sensitive data is handled securely and efficiently.
Administrative & Travel Support
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Organize business travel for management and team members (flights, hotels, itineraries).
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Support visa and work-related administrative requests.
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Communicate with professional partners such as banks, lawyers, and accountants.
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Full-time position (probation period applies).
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Competitive salary based on experience.
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Opportunities for growth in an expanding international organization.
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Native or business-level Japanese, and conversational English.
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Excellent communication and phone manners in Japanese.
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Strong organizational and multitasking abilities.
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Solid understanding of basic accounting principles and financial documentation.
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Advanced skills in Microsoft 365 (Outlook, Excel, Word, SharePoint, Teams).
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Experience in an international or fast-paced business environment is a plus.
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Detail-oriented, trustworthy, and able to work independently.
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Comfortable communicating with executives and external partners.
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Open-minded and adaptable in a multicultural team environment
