GA Coordinator

Location Tokyo
Job type Permanent
Salary
Reference 52843

Position: General Affairs Coordinator
Reports to: HR & General Affairs Manager
Location: Tokyo, Japan

Scope of Work

Oversee, organize, and coordinate office operations and procedures to ensure efficiency and effectiveness. Apply a continuous improvement (kaizen) mindset to optimize overall processes.

Key Responsibilities

Office Management & Services

  • Manage office procurement, maintenance, and overall administrative operations.

  • Oversee inventory control and records management of office supplies.

  • Coordinate projects such as office relocation and renovation.

  • Handle contracts, renewals, and negotiations with vendors and suppliers.

  • Manage facility-related matters and liaise with property management.

  • Oversee office leasing and insurance renewals.

  • Coordinate with preferred corporate travel and hotel agencies.

Office Equipment & Systems

  • Maintain and procure office equipment and supplies.

  • Approve requisitions and manage procurement processes.

  • Plan and implement office systems, layouts, and equipment upgrades.

Work Environment & Housekeeping

  • Maintain a safe, clean, and environmentally friendly office.

  • Ensure filing systems are organized, secure, and compliant with retention policies.

  • Supervise housekeeping staff and manage office supplies (stationery, pantry, printing, etc.).

Disaster Prevention & Safety

  • Lead office fire drills and disaster preparedness activities.

  • Develop and maintain the Business Continuity Plan (BCP).

ESG & CSR Activities

  • Act as a local ESG lead, identifying charities and leading corporate volunteer programs.

Event & HR Support

  • Support company events, staff trainings, and business visits.

  • Coordinate dinners, meetings, and arrangements for senior management and overseas visitors.

Finance & Procurement

  • Prepare and manage purchase orders (using internal systems).

  • Assist with annual budget planning and expense monitoring.

  • Set up and manage vendor accounts.

Additional Duties

  • Provide backup support and manage ad hoc projects as assigned by management.

Requirements

  • Minimum 10 years of administrative experience, preferably in the retail sector.

  • Strong presentation, interpersonal, and communication skills.

  • Proven experience in office management and facilities operations.

  • Excellent problem-solving and organizational skills.

  • Fluency in English (TOEIC 800+).

  • Strong PC skills, especially MS Word and Excel (functions, pivot tables).