Position Title: HR & Office Manager (1-year Contract)
Department: Business Operations
Reports to: Japan General Manager (dotted-line to Regional HR Lead)
Role Summary
The HR & Office Manager will oversee a wide range of HR and administrative activities to ensure efficient operations in the Japan office. This includes recruitment support, employee relations, compliance, onboarding/offboarding coordination, office administration, and governance tasks. The role requires strong organizational skills, confidentiality, and the ability to manage multiple priorities in a dynamic environment.
Key Responsibilities
HR Operations
Support HR programs related to hiring, compensation and benefits, talent management, and performance processes.
Coordinate with HR shared services and external vendors on payroll, health programs, and insurance.
Contribute to HR initiatives that improve processes and employee engagement.
Maintain employee records and ensure adherence to relevant labor regulations.
Provide guidance on HR policies and monitor legal updates impacting HR practices.
Address workplace issues consistent with legal and organizational guidelines.
Implement and manage attendance systems and updates to work rules.
Onboarding & Offboarding
Coordinate documentation, system access, and equipment preparation with relevant teams.
Support talent acquisition for local recruitment needs.
Organize onboarding sessions and introduce new hires to company policies.
Conduct exit procedures and interviews, and ensure appropriate communication to internal stakeholders.
General Administration & Office Support
Manage travel logistics and vendor relationships, including expense submission and invoice handling.
Act as the office point of contact for facility and IT asset coordination.
Support procurement needs such as purchase orders, memberships, and other office requirements.
Assist with reporting on sustainability and ESG-related activities.
Handle other office management tasks as assigned.
Communication & Coordination
Manage internal and external correspondence, prioritizing key communications.
Serve as a liaison with internal teams and external partners to ensure smooth workflow.
Corporate Governance
Track and control use of the company seal.
Support corporate filings and governance documentation.
Documentation & Presentation Support
Prepare reports, business updates, and internal documents with accurate data and formatting.
Support presentation creation for meetings and internal communications.
Project & Budget Support
Track key deliverables for HR and operational projects.
Assist with budgeting for personnel and office-related expenses.
Qualifications & Experience
Bachelor’s degree in Human Resources, Business Administration, or a related field.
Solid knowledge of HR practices and Japan labor law, ideally within a multinational, regulated industry.
Strong communication, organizational, and time-management skills.
Proficiency in HR systems and Microsoft Office; general IT literacy for office equipment.
High level of confidentiality and professionalism.
Competencies
Strong interpersonal skills and the ability to build trust at all levels.
Cultural awareness and sensitivity in a diverse organization.
Proactive, adaptable, and able to anticipate needs.
Analytical approach to problem-solving and process improvement.
Accountability and commitment to execution excellence.
Other Information
Internal stakeholders: HR Centers of Excellence, functional leaders, employees.
External stakeholders: payroll providers, recruitment agencies, legal advisers, IT service vendors, travel vendors, and benefits partners.
No direct reports.
Some budget responsibility.