Office Administrator / Office Manager
Assembly, Japan

We are Assembly and we’re not like the rest. We’re the modern alternative agency, bringing together industry-leading data, talent, and tech to?Find the Change That Fuels Growth?for the best brands on the planet, including Adobe, Lane Crawford, Marina Bay Sands, and more. Our diverse, global community of over 1,600 passionate experts combines global thinking with unmatched local expertise in more than 20 markets worldwide enabling brands to engage and move consumers anywhere. We use STAGE, Assembly’s proprietary, privacy-centric data solutions platform, to surface powerful insights that transform into actionable brand opportunities. We’re at the cutting edge of new media, technology, and platforms embedded in the lives of today’s consumers, and we’re tapped into how culture and communities’ needs change. We do this while staying steadfast in our commitment to?Leave the World Better Than We Found It?through measurable social and environmental impact work.

Assembly was named The Drum’s APAC Media Agency of the Year in 2021

We are looking for an Office Administrator/Manager to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. Office manager duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. Previous experience as a Front Office Manager or Office Administrator would be an advantage. A successful Office Manager should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties. Ultimately, the Office manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.

WHAT YOU’LL BE DOING ON ANY GIVEN DAY

Office Maintenance

• Serve as the point person for office manager duties including: Maintenance, Mailing, Supplies, Equipment, Bills, Errands, Shopping
• Schedule meetings and appointments
• Organize the office layout and order stationery and equipment
• Maintain the office condition and arrange necessary repairs
• Partner with HR to update and maintain office policies as necessary
• Manage contract and price negotiations with office vendors, service providers and office lease
• Liaise with facility management vendors, including cleaning, catering and security services
• Manage office Gamp;A budget, ensure accurate and timely reporting
• Work closely with Market Head and HR on Office moves
• Support team with courier and other ad hoc requests

Tech Supply Management

• Coordinate with IT department on maintaining all electronic equipment

Invoice/Finance

• Ensure that all items are invoiced and paid on time

HR support

• Assist in the onboarding and offboarding process for new hires
• Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
• Plan in-house or off-site activities, like social, celebrations and conferences
• Support on competitor research and benchmarks (eg. compensation and benefits)

Localization

• Support Marketing team with local company promotions

Requirements

DOES THIS SOUND LIKE YOU?

• Ideally 1-2 years relevant work experience
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Communication skills to work with multiple stakeholders locally and globally
• Proficiency in Japanese and English

Benefits

• 15 days annual leave per calendar year (1st year calculated based on joining date)
• 5 Days work week (Saturday amp; Sunday closed)
• Japanese National Holiday closed
• New Years Holiday closed
• Paid volunteer leave (TransformFP Days)
• Commuting allowance up to 50,000JPY per month
• Team building events
• Social insurance ()
• Drinks and snacks

• 15
• TransformFP)
• 5

Job Rewards and Benefits