Job description
This role will lead office operations and administration for our Tokyo site, a key hub supporting three distinct business units. The position requires a strong leader who can balance differing priorities, manage budgets carefully and deliver solutions that work for all teams.
Workplace Strategy and Planning
- Implement and maintain a workplace environment aligned with global standards while respecting Japanese business practices and local operational needs.
- Optimize space allocation and lead long-term space planning in partnership with global facilities leadership and local stakeholders.
- Support hybrid working policies through effective office design, desk management, and flexible work arrangements suitable for Japanese business culture.
Facilities Operations and Compliance
- Oversee day-to-day facilities operations, ensuring the site is safe, secure, clean and reliable.
- Manage relationships with Japanese service providers (cleaning, security, maintenance, utilities), ensuring clear contracts and high-quality delivery.
- Ensure full compliance with Japanese health, safety, fire, and environmental regulations, as well as global company standards.
- Conduct regular site inspections and proactively address operational risks or maintenance issues.
Budget and Financial Management
- Manage the Tokyo office facilities budget, ensuring accurate forecasting, transparent reporting and cost efficiency.
- Monitor and track expenses, identifying opportunities to deliver savings while maintaining service quality.
Team Management
- Lead and support local administration and facilities staff, including 3 reception and office support roles.
- Provide guidance, coaching and clear expectations, fostering a collaborative and service-oriented culture.
- Ensure staff are trained and equipped to operate effectively and safely.
Technology and Workplace Innovation
- Coordinate with IT to implement and maintain workplace technologies (e.g. access systems, AV equipment, booking platforms).
- Identify opportunities for process improvements and smart tools, balancing global best practices with local feasibility.
Employee Experience and Engagement
- Ensure the workplace supports well-being, engagement and productivity, with sensitivity to Japanese work culture.
- Act as a trusted point of contact for employee feedback on workplace services and environment.
Sustainability and Environmental Responsibility
- Implement sustainable practices in office management, reducing waste and energy usage.
- Promote eco-friendly initiatives such as recycling, efficient equipment, and greener office design.
- Provide local data to the global sustainability team for benchmarking and continuous improvement.
Vendor and Stakeholder Management
- Negotiate contracts and manage relationships with Japanese suppliers, ensuring service levels meet company standards.
- Liaise with key internal stakeholders (HR, IT, Finance, Legal, and business unit leadership) to balance competing needs and priorities.
- Ensure that solutions work across all business units while maintaining fairness and inclusivity.
Business Continuity and Risk Management
Maintain and regularly update the Tokyo office Business Continuity Plan (BCP), aligned with global risk standards.
Coordinate emergency response planning with local authorities and global compliance teams.
Lead regular emergency drills and ensure employees are trained in safety protocols.
Act as the escalation point for local incidents, liaising with emergency services and internal stakeholders.
Bachelor’s degree in Facilities Management, Business Administration, or a related field (preferred).
Proven experience (typically 3-5 years) as a facilities Manager or in a similar role.
Bilingual in Japanese and English, with a deep understanding of Japanese business culture and strong cross-cultural communication skills.
Knowledge of health, safety, and environmental regulations is a plus.
Budgeting and financial management skills, familarity with logistics and numbers
Experience in office/workplace reduction and relocation planning.
Annual paid leaves, Special leaves, other types of leaves
Health insurance, welfare pension insurance, occupational accident insurance etc
Commuting costs are covered up 30,000 JPY per month / Remote work allowance
Fukurikosei club (Relo Club)
Employee Assistance Program (EAP)
Language (English/Japanese) Class
Others
