Office Manager (based in Tokyo, Japan)

Job Type: Location Type: Not Specified

 

Office Manager (based in Tokyo, Japan)

Department: Core – Business Infrastructure & Operations

Employment Type: Permanent – Full Time

Location: Oakland, USA

Reporting To: Head of BIO, APAC

Description

Aurora has an exciting opportunity to join our fast paced, growing company as our Office Manager. Please note that this role is based in our Tokyo office. In this role, you will be responsible for overseeing the smooth and efficient running of the office and its administrative staff, providing strong and reliable support to company operations, and delivering operational excellence. You will also be the primary administrative representative for the company in Japan on various matters, including interfacing with professional advisers, suppliers and government organisations.

You will have excellent interpersonal and communication skills and be confident dealing with individuals at all levels with sensitivity, tact, and diplomacy. You will be able to remain calm under pressure, work to tight deadlines, and demonstrate a pro-active approach to planning, delegating and prioritising work.

The role formally reports to the Head of Business Infrastructure and Operations, APAC and sits within the wider Core department which comprises the Business Infrastructure and Operations, People & Culture, Finance, and Legal teams.

To be successful in this role, you must be able to think bigger picture but at the same time you are not afraid to roll your sleeves up and get involved in the day-to-day operational work. In addition, you will need to be organised, efficient and have great attention to detail.

Key Responsibilities

• Oversee and maintain office efficiency by maintaining appearance and uninterrupted function of common areas and office equipment, coordinating all facilities requirements, including responsibility for health and safety measures
• Manage all aspects of the office’s space/infrastructure planning (including but not limited to office moves and changes to desk/workstation layout) providing solutions as needed
• Coordinate various aspects of the office’s operational needs, with support and direction from other departments (People & Culture, Finance, IT) as needed
• Identify and fulfil office supply needs, cultivating and managing supplier relationships
• Oversee administrative support as needed, supported by an administrative assistant
• Manage and report on budget for local office activities and purchasing
• Act as a representative of Core in the local office, with the ability to triage and refer queries to relevant Core departments for specialist attention and resolution
• Assisting with central process as required by (and in partnership with) Core or other departments, eg salary sense check for payroll, new joiner onboarding, event logistics, supplier payment runs and authority payments
• Define, understand and educate team on correct practices for operational tasks and processes, working with the Head of BIO or central teams where appropriate (eg, expense policy, booking travel, meeting room use)

What we are looking for

Required attributes:

• Previous experience in an international company in an operational role, ideally in a professional services industry
• Relevant experience across multiple operational disciplines, ideally in project management, finance, consulting, start-ups, or other relevant industry track
• Attention to detail, excellent coordination, time management and organisational skills
• The ability to draft correspondence and to produce well-presented reports, guidance, and instructions
• Strong team player with excellent interpersonal skills and the ability to build effective relationships at all levels
• Adept at managing a varied workload with the ability to multi-task and re-prioritise in a fast-paced and demanding environment
• Experience managing complex diaries
• Ability to use initiative, forward think and work under pressure, with a willingness to proactively take on new tasks
• Advanced Microsoft Office skills, particularly Outlook, MS PowerPoint, Excel & Word
• Fluency in both Japanese (N1 level/Native level) and English (TOEIC 800+/C1 level)

Desirable attributes:

• Experience with spreadsheets, database management, or financial reporting
• Knowledge of local employment law and practices

What we offer

• A fun, informal and international work culture
• Employee discount platform – Perkbox
• Commuting allowance
• Private health insurance
• Access to the Aurora Academy, our training programme offering a range of opportunities to develop your skills
• Access to our Employee Assistance Programme (EAP), offering a complete support network that offers expert advice and compassionate guidance 24/7/365, covering a wide range of personal and professional aspects

The Company is committed to the principle that no employee or job applicant shall receive unfavourable treatment on grounds of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage or civil partnership, pregnancy, and maternity.