Office Manager, APAC Headquarters (Tokyo, Japan)
Keeper Security, Inc., Japan
Job Description
Keeper is hiring a driven and self-managed Office Manager to join the Keeper Tokyo, Japan team. This will be an on-site position based out of our Tokyo office.
Keeper’s applications have millions of users around the world and thousands of Enterprise customers. Join one of the fast growing cybersecurity companies and be an instrumental and integral part of growing our Japanese office.
About Keeper
Keeper Security APAC ("Keeper") is transforming cybersecurity for people and organizations around the world. Keeper’s affordable and easy-to-use solutions are built on a foundation of zero-trust and zero-knowledge security to protect every user on every device. Our next-generation privileged access management solution deploys in minutes and seamlessly integrates with any tech stack to prevent breaches, reduce help desk costs and ensure compliance. Trusted by millions of individuals and thousands of organizations, Keeper is the leader for best-in-class password management, secrets management, privileged access, secure remote access and encrypted messaging. Learn more at KeeperSecurity.com.
About the Job
We are looking for a superstar Office Manager for our fast-paced, hard-working and high-energy APAC sales headquarters in Tokyo, Japan. The Office Manager will serve as the face of our local operations, interfacing with a variety of stakeholders to ensure efficient operational processes. You’ll report directly to the CEO and Office Manager of our global headquarters in Chicago, US. You will manage the core office activities, including administrative duties, reception, bookkeeping, payroll amp; HR coordination, supplies purchases, travel and team events. You will be instrumental in supporting the ongoing growth of our Tokyo office. You will have full support from the company’s global leadership team.
Responsibilities
Office Management
- Direct and own all office management, including reception, building access, mail services, conference services, catering, basic technical support and general clerical support for our Tokyo office
- Coordination of bookkeeping, accounts receivable, accounts payable and payroll (and benefits) with our corporate finance team
- Plan and organize all office events, parties, team building outings, functions and meetings, including venues, food, transportation and communication
- Oversee office procurement of general office supplies, office equipment, furniture, capital office assets, etc. ensuring supply inventory is sufficient and spending is within budget
- Maintain a unified working relationship with teams in our US (California/Illinois) and Ireland offices
- General errands, administrative tasks and data entry as required
Reception amp; Administrative Support
- Our Keeper brand is vital to our success; our Office Manager is responsible for greeting all visitors in a professional and welcoming manner
- Provide administrative assistant duties to our executive team including calendar maintenance, travel, errands, clerical tasks, etc.
- Book travel for Keeper team members, including local transport, flights, accommodation and travel insurance
- Communicate with Keeper’s leadership team to provide regular updates and progress
Facilities
- Help with office location procurement, buildout planning and equipment/furniture ordering for brand new office location in Tokyo
- Ensure the office is maintained at a high standard at all times that is compliant with workplace safety and conducive to producing a creative and collaborative environment
- Liaise with building management, facilities vendors and office subcontractors to ensure work is performed in a manner that is satisfactory
- In conjunction with cleaning staff, maintain kitchen cleanliness including responsibility for the dishwasher, coffee machine, fridge and trash
- Responsible for ordering beverages, snacks and meals to keep our troops fueled and happy
New Hire Onboarding
- Coordinate with HR and Recruiting teams to track and manage new hire start date procedures and onboarding
- Coordinate with IT and Team Leads to order new hire computer equipment and peripherals. Manage ordering, shipping and receiving of equipment for both Illinois and California offices.
- Conduct IT Onboarding with new hires (includes assistance in setting up their Keeper Vault and basic apps and programs e.g. Gmail, Slack, OpenPath, etc.)
- Work with preferred vendors to place orders as needed for new hire swag (t-shirts, hoodies, etc.)
- Occasionally provide on-site HR coordination for our US headquartered team
Assistant duties to Director of Inside Sales - Japan
- Coordinate and schedule meetings as needed
- Regularly audit calendar for conflicts and work with Director