- Classically, your daily activities will contain supervising and supporting general administrative tasks which include, but are not limited to phone coverage, greeting guests, handling correspondence including post and courier services, manage stocks of office supplies and office equipment, etc.
- Visitor managment. You and your team will support internal and external international guests with advice and guidance for their travel arrangements, greet them upon arrival and ensure that all are well taken care of during their time in our office, from providing beverages to re-arranging meetings or calling a taxi.
- In your role, you shall also ensure a well-functioning, clean and tidy office environment (including manage proper waste disposal and recycling) that is comfortable and easy to work in, conduct negotiations and contract renewal with management companies and the building landlord to ensure the proper function of all office equipment, furniture, fittings, systems and have our company ́s HSE guidance in mind when executing the above.
- Oversee the search to secure additional office or real estate space from RWE Japan in both Tokyo and project locations, and work as the point of contact with Global Facility Team for any office expansion or renovation projects.
- No matter if it is the office calendar, exhibitions, conferences, offsites or classic meetings – you act as the practical driving force in the planning and management.
- Support colleagues in tasks ranging from making travel arrangements, basic IT support (e.g. meeting room equipment fix, printer setting etc.), organising translation services, to basic purchasing tasks such as invoice filing (purchase request/order process etc.) including follow-up of cost settlements.
- When we have a new colleague starting in our office, you are responsible to ensure a smooth onboarding, liaising with the HR and IT department to get equipment and accesses in time as well as coordinating the agenda for Meet&Greets in agreement with the Manager in charge.
- Working closely with colleague in other teams like HR, ensure accurate forecasting of deskspace is monitored and future plans made accordingly.
- In collaboration colleagues from HR and HSE, ensure the development and execution of BCP and other relevant office policies.
- Participating in the hygenic committee and collaborating with HR and HSE tio improve workplace environment.
- Be the point of contact from healthcare instituitions for health check-ups and administrative tasks.
- There certainly will be the need for you to provide ad hoc support to the team based at the RWER Japan office including catering for meetings, planning offsite events, reservations for external meetings/dinners and other similar tasks as required, but also, you will the tasked with bigger projects, like Project management responsibility such as coordinating office moves, and to work actively to promote a friendly, collaborate and fun atmosphere in and around the office.
- You have gained a min. of 10 years' experience in a similarly diverse Office Management role in an international company.
- There you have proven your advanced organizational and people management skills with the ability to prioritize and balance responsibilities in a dynamic and complex environment.
- Discretion and confidentiality is your second nature, combined with professional demeanour and an understanding of people management and intercultural skills.
- You work proactively and in an independent way, anticipating, showing high flexibility and commitment.
- Knowing all the latest tips and tricks using MS Office suite are part of your great computer skills.
- As we work in an international environment, your English and Japanese language skills are enhanced as well your team work attitude.
- To be effective in this innovative and everchanging role, you have the ability to quickly prioritise and coordinate Office Management tasks and activities based on urgency and importance and seek ways to develop and improve office administration operations and processes.
- Fire and Disaster Prevention Manager (防火防災管理者)
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Office Manager Japan - Chiyoda City, 日本 - RWE AG
説明
RWE Renewables Japan G.K.
To start as soon as possible, full time, permanent
The RWE Renewables (RWER) Japan team is expanding and is therefore looking for an experienced, highly motivated Office and Operations Manager in our Tokyo office. Particularly, we are looking for an responsible individual with a growth mindset to join a fast expanding team in a modern and multicultural environment, to form part of our larger regional and global organization. The Office and Operations Manager is the face of RWER Japan to our guests and visitors and the primary responsibility is to ensure the smooth running of the office in Tokyo and to assist the wider RWER team in Japan in various office and admin related tasks. The pace of work can at time be fast, requiring an ability to independently balance the priority of different topics.
Your future role
You will coordinate and lead an existing team of office management professionals and other back office team members to support with the delivery of the role including the following tasks:
Your profile
Desirable Qualifications