Japan General Affairs Manager

Job Title

Japan General Affairs Manager

Requisition

JR000014900 Japan General Affairs Manager (Open)

Location

Tokyo, Japan

Additional Locations

Job Description Summary

The Japan General Affairs Manager is responsible for leading and managing all aspects of general affairs across Japan sites, encompassing facilities management, office administration, and vendor coordination. This position works closely with various departments to ensure seamless operations and to foster an efficient and supportive work environment. The role is pivotal in maintaining the effectiveness and reliability of the company’s physical infrastructure and administrative processes.

Job Description

• General Affairs for All Sites:
  • Manage office supplies purchasing, including inventory and order management.
  • Arrange regular cleaning of facilities, including floor cleaning, air conditioning filter replacement, and other cleaning tasks.
  • Oversee uniform management for workers in Kobe and Sanda, including uniforms and shoes.
  • Manage MNK security cards, including creation, disposal, and setting changes.
  • Arrange printed materials such as business cards, name plates, and envelopes.
  • Manage disaster stockpiles and hygiene products.
  • Provide support for office repairs as needed.
  • Plan and coordinate office layout changes, including obtaining estimates, ordering construction work, and attending construction work.
  • Arrange overseas business trips, including flights, train tickets, hotels, insurance, etc.
  • Arrange transport, meals, interpreters, and other needs for global members, inspectors, and other guests from overseas when they visit Japan.
  • Manage official seals and company seals, including the company safety box (only the manager can open the box).
  • Serve as the Improvement Proposal Secretariat, managing submitted improvement proposals and implementation reports, arranging review meetings, summarizing results, preparing notification letters, and arranging incentive payments.

• General Affairs for Tokyo Office:
  • Manage postal items, including internal mail delivery to Kobe and Sanda.
  • Oversee hygiene management in the office.
  • Manage conference room reservations.
  • Handle one-time reception of visitors.
  • Manage building-specific security cards

• Administrative Policies and Procedures:
  • Develop and implement administrative policies and procedures to ensure smooth operations.
  • Collaborate with other departments to support their general affairs needs and initiatives.
• Support for Leaders (Quality&Ops. and Commercial)
  • Arrange interpreters and accommodation.
  • Arrange meetings, including calendar and room bookings.
  • Maintain and manage legacy databases (contracts, intellectual property-related).
  • Provide miscellaneous support as needed.

• Others
  • Office supply purchasing.
  • Assist in scheduling job interviews.
  • Collect and distribute post mails.
  • Vendor management for the Tokyo office.
  • Coordinate HR team meetings.
  • Support company/team events.

Education / Experience / Skills:

Education:

• Bachelor's degree in Business Administration, Management, or a related field.

Experience:

• Minimum of 5 years of experience in general affairs, office administration, or facilities management, preferably in a multinational organization and supporting a number of countries.
• Ideally some project work experience.

Skills/Qualifications:

• Native level Japanese ability is mandatory.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Fluent in written and spoken English.

Other Skills/Competencies:

• Ability to work independently and as part of a team.
• Results driven, takes accountability and uses initiative.
• Well organized, high attention to detail, flexible and adaptable with the ability to manage multiple projects across multiple, diverse, countries, balancing conflicting priorities and challenging deadlines.
• Strong ability to deal with ambiguity, comfortable working in virtual environments and with limited supervision.
• Strong analytical and reporting capabilities.
• Culturally aware, understands different perspectives of working with a diverse workforce that recognizes and respects diversity.
• Experience in vendor management and negotiation.
• Strong problem-solving skills and attention to detail.
• Ability to handle confidential information with discretion.

• Reports directly to Senior Manager, Japan HR & GA and is part of the international HR team. Works closely with the functional HR Business Partners as well as HR COE’s
• Supports all employees and managers in Japan.
• No direct reports – this is an individual contributor role.

• This position is office based in Tokyo. 
• This position allows for remote work on an occasional basis.
• This position requires occasional domestic travel, averaging once every two months, depending on business requirements.

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this position.

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