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