Job Title
Office Manager / Receptionist
Location
Tokyo, Japan
Employment Type
Full-time
Reporting Line
Human Resources & Administration Team
Overview
A fast-growing and internationally focused organization is seeking an Office Manager / Receptionist to oversee front desk operations and support daily office administration.This role serves as the first point of contact for visitors, clients, and business partners while ensuring smooth and efficient office operations.The successful candidate will provide administrative support across multiple business functions and help maintain a professional workplace environment.English communication skills are required to support international visitors, vendors, and stakeholders.
Key Responsibilities
Reception & Guest Services
Welcome and assist visitors, clients, and business partners in a professional and courteous manner.
Manage incoming phone calls, emails, and general inquiries.
Coordinate meeting room reservations and meeting preparations.
Support visitor registration, access control, and security procedures.
Handle incoming and outgoing mail, courier services, and deliveries.
Office Administration & Management
Oversee day-to-day office operations and workplace organization.
Support office relocation projects and coordinate activities with internal and external stakeholders.
Assist with office layout planning, seating arrangements, and facility-related initiatives.
Process invoices and support expense tracking and budget administration.
Coordinate internal meetings, employee activities, and company events.
Maintain contracts, company records, and filing systems.
Administrative Support
Provide administrative support to leadership teams and employees.
Prepare reports, presentations, business documents, and other materials.
Coordinate domestic and international business travel arrangements, including transportation and accommodation.
Support onboarding and orientation activities for new employees.
Assist with administrative tasks related to Human Resources, Administration, and Finance functions.
Contribute to projects supporting organizational growth and business expansion.
Support the planning and execution of company-wide meetings, seminars, shareholder events, and social functions.
Coordinate venues, equipment, materials, participant management, and on-site event support.
English Communication & International Support
Communicate with overseas clients, vendors, and visitors via email and telephone.
Assist with English and Japanese business correspondence and basic translation tasks.
Support international meetings, events, and visitor arrangements.
Facilitate communication between local and international stakeholders when required.
Requirements
Associate degree, Bachelor's degree, or equivalent professional experience.
Minimum 2 years of experience in reception, office administration, office management, workplace operations, or a related role.
Conversational to business-level English proficiency.
Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and Google Workspace.
Strong organizational, multitasking, and administrative skills.
Excellent interpersonal, communication, and customer service abilities.
Preferred Qualifications
Experience working within an international or multicultural business environment.
Experience supporting executives, leadership teams, or senior stakeholders.
Knowledge of basic HR, finance, or administration processes.
Experience within a high-growth or startup environment is advantageous.
Key Competencies
Professional and service-oriented mindset.
Strong attention to detail and accuracy.
Ability to manage multiple priorities in a fast-paced environment.
Proactive problem-solving skills and initiative.
Collaborative team player with a positive attitude.
High level of integrity, discretion, and confidentiality.
Why Join
Opportunity to work within a rapidly growing and innovative international organization.
Exposure to a dynamic business environment with global stakeholders.
Broad responsibilities across office operations, administration, and business support functions.
Collaborative workplace offering professional development and career growth opportunities.
Chance to contribute directly to organizational expansion and operational excellence.
Ideal Candidate Backgrounds
Office Manager
Receptionist
General Affairs Coordinator
Workplace Experience Coordinator
Administrative Coordinator
Executive Support Administrator
Facilities & Office Operations Specialist
Corporate Services Coordinator
HR & Administration Assistant
Business Support Coordinator
Career Level
Junior to Mid-Career Professional
Job Category
Office Management
Administration
General Affairs
Workplace Operations
Reception & Guest Services
Business Support Operations