Job Title:
Office Administrator – Tokyo
Location:
Tokyo, Japan
Employment Type: Full-time
Reports To:
Senior Director, Strategic Operations & Administration, Asia
Direct Reports:
None
Key Relationships:
Sales Administration Teams
Sales Staff & Guests
Sales Management
Vendors, Suppliers, and Procurement Teams
Primary Objectives:
To actively support the company’s vision of delivering exceptional holiday experiences by ensuring superior customer service for all guests and owners.
This role is responsible for maintaining efficient operations within the Tokyo sales office and providing operational support for sales processes initiated at local, regional, or corporate levels. The position focuses on ensuring a smooth, customer-centric experience for guests and supporting internal stakeholders through effective administrative operations.
Principal Responsibilities:(Including but not limited to)
Support the daily operational functions of the Sales Administration department.
Manage and maintain business and partnership relationships, particularly with corporate and marketing teams.
Provide outstanding customer service, ensuring that guest and owner needs are consistently met.
Assist in coordinating and understanding documentation requirements related to the sales process.
Oversee responsible handling of cash and direct deposit transactions, ensuring financial security and accuracy.
Manage inventory, stock control, and order processing efficiently.
Review and update Standard Operating Procedures (SOPs) in accordance with business changes.
Ensure clear and timely communication of relevant information within the team.
Address guest or team issues professionally, escalating when necessary.
Maintain professional appearance and personal hygiene, including wearing a uniform and name badge.
Ensure punctuality, including timely returns from breaks.
Follow health and safety policies, and refrain from actions that may risk the safety of self or others.
Uphold service excellence and commitment to internal and external stakeholders.
Contribute to continuous improvement by suggesting and implementing process enhancements.
Demonstrate personal accountability, integrity, and commitment to delivering on responsibilities.
Promote strong team communication, collaboration, and respect among colleagues and managers.
Key Requirements:
Proficiency in spoken and written Mandarin and Japanese.
High school diploma or equivalent work experience.
Previous experience in an administrative or similar office role.
Knowledge of Occupational Health & Safety (OH&S) policies and practices.
Flexibility to work evenings, weekends, and public/school holidays as needed.
Experience in the vacation ownership or timeshare industry is a plus but not required.
Strong customer service orientation.
Energetic, proactive, and aligned with service excellence values.
Self-motivated with the ability to manage multiple priorities.
Well-organized and able to perform effectively under pressure.
Effective verbal and written communication skills.
Strong computer literacy, including proficiency in Microsoft Office.
Comfortable working with web-based applications.