Job Title
Head of AdministrationJob Description Summary
Role will be to serve as Administration Manager for Japan operations and support Country Head as Executive Personal Assistant. This position will report to Country Head Japan, working closely with HR, COO and other Service Lines.Job Description
Roles & Responsibilities:
Administration Manager
- Vendor Management: Serve as point of contact for multiple office vendor relationships coordinating orders, deliveries and other tasks required
- Manage office supply inventory and orders
- Invoice Management: Collect and arrange for monthly payment of office vendors
- Coordinate and management courier relationships
- Serve as periodic point of contact for office building property management office
- Serve as office Health, Safety, Security and Environment (HSSE) team lead working with other colleagues including coordination with office building property management office
- Serve as fire warden for office
- Business card orders, rental car management, visitor preparations, orders of long-term service awards, order flowers/telegraphs for special events and manage office security cards
- Support new hire onboarding process including new staff hire orientation sessions
- Business travel arrangement as needed
- Mailroom management
- Oversight of receptionist position and corresponding tasks
- Work effectively with Finance, HR, Asset Management business and Service Lines
- Various duties relating to planning and organizing office events and projects
Executive Assistant
- Support Country Head covering daily duties as needed
- Scheduling in coordination with other Service Lines and colleagues both in and outside of Japan
- Prepare and modify documents including correspondence, reports, drafts, memos and emails including translations from English to Japanese and vice versa
- Answer and respond to incoming calls and written communications including e-mails
- General clerical duties
- Handle incoming visitors for meetings
- Maintain electronic and hard copy filing systems
- Handle requests for information and data
- Prepare written responses to routine inquiries
- Schedule and coordinate meetings, appointments and travel arrangements
- Prepare agendas for meetings, schedules and Meeting Minutes, as needed
- Take on special projects working independently and/or within a team
Requirements:
- Excellent written and verbal communication, organizational, and interpersonal skills
- Advanced IT skillset preferable with knowledge of Microsoft Office (Word, Excel and PowerPoint)
- Ability to process instructions and successfully execute on projects from start to finish, meeting critical deadlines
- Self-starter who thrives in a fast paced, dynamic environment
- Exceptional time management, multi-tasking ability, and organization skills with strong attention to detail
- Makes thoughtful, prompt, systematic decisions sometimes under time constraints
- Presents alternative solutions to problems and considers the impact of decisions
- Analytical and able to resolve administrative issues
- Effective communicator with multiple Service Lines and colleagues, able to articulate verbal and written ideas in a clear and understandable manner
INCO: “Cushman & Wakefield”
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