Responsibilities
1) Site Administration / General Affairs (Tokyo Shared Office)
- Oversee daily shared-site operations, ensuring a professional, efficient, and welcoming workplace for employees across Parker entities.
- Deliver workplace services and coordinate site facilities activities (cleaning, security, maintenance, reception support).
- Own office supplies, equipment inventory, and purchasing processes; optimize costs and vendor performance for the shared site.
- Coordinate employee onboarding/offboarding site logistics (workspace setup, access cards/keys, basic office orientation) in collaboration with each entity’s HR/line organization as applicable.
- Manage office space planning and seating arrangements for the shared Tokyo Office in partnership with leadership and relevant teams.
- Organize internal office events and communications related to shared-site operations (e.g., announcements, policy reminders).
- Maintain site documentation (operational manuals, vendor contacts, office procedures) and ensure continuity planning.
- Support executive/admin tasks as needed (meeting logistics, visitor support, internal coordination).
2) EHS (Environment, Health & Safety) – Tokyo Shared Office & Parker Hannifin Japan
- Serve as the EHS point of contact for the shared Tokyo Office and Parker Hannifin Japan, coordinating site-level compliance and safety/health programs.
- Maintain and improve EHS policies, procedures, and records aligned with local regulations and company standards.
- Lead and coordinate EHS risk assessments (e.g., office hazards, ergonomics, contractor safety) and drive risk mitigation, corrective actions, and continuous improvements.
- Manage incident reporting and investigations (near-miss, injury, property damage), including corrective and preventive actions.
- Coordinate emergency preparedness and disaster prevention activities (evacuation drills, emergency response plans, AED/first-aid readiness, safety signage, and training).
- Support BCP (Business Continuity Planning) activities related to workplace readiness and emergency response coordination for the Tokyo Shared Office and PHJ.
- Coordinate with the occupational physician and relevant stakeholders as required.
- Support employee health checkups and related operational arrangements.
- Support administration and coordination of stress checks and related internal processes in collaboration with HR and relevant parties.
3) Project Management / Leadership (Workplace & Operational Excellence)
- Lead cross-functional projects related to shared-site, renovations, office layout changes, or workplace upgrades.
- Drive office and work environment improvement initiatives to enhance employee experience, safety, and operational readiness across the Tokyo shared Office.
- Drive office and process improvements across site administration and EHS workflows (standardization, digitization, KPI tracking).
- Identify and execute cost reduction opportunities through vendor optimization, process efficiency, and purchasing controls.
- Define project scope, timelines, budgets, and stakeholder communications; manage risks and dependencies.
- Build business cases and recommendations for workplace investments and operational improvements.
- Ensure projects meet compliance requirements and align with business continuity and employee experience goals.
- Track and report progress to leadership; capture lessons learned and institutionalize best practices.
- Stakeholder & Vendor Management
- Manage vendor selection, contracting coordination, performance evaluation, and renewal planning for the shared site.
- Coordinate with Finance for budgeting, invoicing, PO processes, and cost controls.
- Partner with HR on onboarding experience, policy alignment, and employee communications; support HR-led programs requiring office/EHS coordination.
- Coordinate with IT and Security on access management, office security measures, and asset readiness.
- Act as a reliable escalation point for shared-site workplace issues and ensure timely resolution.
4) Recruiting
Qualifications
Qualifications:
Proven experience in office administration/general affairs, facilities coordination, or workplace/site operations.
Practical experience supporting or coordinating EHS programs and compliance activities, including risk assessment and risk mitigation follow-through.
Proven ability to lead projects end-to-end with multiple stakeholders and vendors (planning, execution, and delivery).
Business-level English proficiency (written and verbal) to coordinate with internal stakeholders and vendors as required.
Strong organizational skills, attention to detail, and ability to prioritize in a dynamic environment.
Strong communication and problem-solving skills; able to handle sensitive issues discreetly.
Working knowledge of workplace safety principles and incident response processes.
Formal EHS training/certification or equivalent experience in safety program coordination.
Experience supporting multi-site operations, including remote stakeholder management (Tokyo Shared Office + Parker entities).
Experience with office relocation, renovation, or workplace transformation projects.
Experience managing budgets and vendor contracts.
