Assistant Manager, Workplace Operations and Administration

About Woven by Toyota

Woven by Toyota, a part of the Toyota Group, is challenging the current state of mobility through human-centric innovation and empowering mobility transformation. Through our AD/ADAS technology, our automotive software development platform Arene OS, our mobility test course Toyota Woven City, and Toyota’s growth fund, Woven Capital, we are pioneering the movement of people, goods, information, and energy, weaving a future of enhanced safety, connectivity and well-being for all.

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TEAM

The Administration Team is responsible for the overall administrative operations of the Woven City Management (WCM) organization. The team is located within the Project Governance organization, which is responsible for administrative functions. The team provides operational support to WCM as a whole.

You will improve the workplace environment and promote efficiency and standardization of daily operations to help members so they can focus and maximize their work. You will report to the manager of the Administration team and this role's workplace type is hybrid.

For more information about Woven City, please visit: https://www.woven-city.global/

WHO ARE WE LOOKING FOR

We are looking for an administrative assistant manager, who can play the key role in operational tasks such as executing facilities operations, improvements, and communication events for WCM.

RESPONSIBILITIES:

• Oversee day-to-day facilities/administrative operations to effectively manage WCM offices to achieve operational efficiency and hospitality
• Plan for future facility needs based on company growth and operational requirements
• Develop administrative operations and maintain guidelines and related documents
• Plan, coordinate, and execute internal staff events, promoting team cohesion and a positive workplace culture while managing logistics such as venues, catering, and scheduling
• Monitor and control the operational budget, ensuring cost-effectiveness and financial prudence
• Build and maintain positive relationship with all WCM employees, contractors and supplier personnel
• You will require frequent business trips to Susono city and the other offices before and after the pre-opening of Woven City

MINIMUM QUALIFICATIONS:

• 5+ years of experience in facility management, office services, administration, or office manager is required
• Manage multiple tasks and being comfortable with ambiguity situations
• Ability to improve, maintain the workplace by communicating and negotiating with employees
• Experience proactively addressing and resolve complex challenges while trying to find opportunities for improvement
• Proficiency in native level Japanese and business level English

NICE TO HAVES:

• Mindset of helping others
• Communicate with other members and stakeholders cheerfully
• Event management experience
• Comfortable to use applications such as CAD, Adobe Photoshop, Adobe Illustrator

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Important Points

・All interviews will be arranged via Google Meet, unless otherwise stated.

・The same job descriptions are available in both English and Japanese; therefore, we kindly ask that you apply to only one version.

・We kindly request that you submit your resume in English, if possible. However, Japanese resumes are also acceptable. Please note that, depending on the English proficiency requirements of the role, we may request an English version of your resume later in the process.

WHAT WE OFFER

・Competitive Salary - Based on experience

・Work Hours - Flexible working time

・Paid Holiday - 20 days per year (prorated)

・Sick Leave - 6 days per year (prorated)

・Holiday - Sat & Sun, Japanese National Holidays, and other days defined by our company

・Japanese Social Insurance - Health Insurance, Pension, Workers’ Comp, and Unemployment Insurance, Long-term care insurance

・Housing Allowance

・Retirement Benefits

・Rental Cars Support

・In-house Training Program (software study/language study)

Our Commitment

・We are an equal opportunity employer and value diversity.

・Any information we receive from you will be used only in the hiring and onboarding process. Please see our privacy notice for more details.