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).