Senior Manager of Office Operations & Administration - Tokyo

This role will lead office operations and administration for our Tokyo site, a key hub supporting three distinct business units. The position requires a strong leader who can balance differing priorities, manage budgets carefully and deliver solutions that work for all teams.

Workplace Strategy and Planning

• Implement and maintain a workplace environment aligned with global standards while respecting Japanese business practices and local operational needs.
• Optimize space allocation and lead long-term space planning in partnership with global facilities leadership and local stakeholders.
• Support hybrid working policies through effective office design, desk management, and flexible work arrangements suitable for Japanese business culture.

Facilities Operations and Compliance

• Oversee day-to-day facilities operations, ensuring the site is safe, secure, clean and reliable.
• Manage relationships with Japanese service providers (cleaning, security, maintenance, utilities), ensuring clear contracts and high-quality delivery.
• Ensure full compliance with Japanese health, safety, fire, and environmental regulations, as well as global company standards.
• Conduct regular site inspections and proactively address operational risks or maintenance issues.

Budget and Financial Management

• Manage the Tokyo office facilities budget, ensuring accurate forecasting, transparent reporting and cost efficiency.
• Monitor and track expenses, identifying opportunities to deliver savings while maintaining service quality.

Team Management

• Lead and support local administration and facilities staff, including 3 reception and office support roles.
• Provide guidance, coaching and clear expectations, fostering a collaborative and service-oriented culture.
• Ensure staff are trained and equipped to operate effectively and safely.

Technology and Workplace Innovation

• Coordinate with IT to implement and maintain workplace technologies (e.g. access systems, AV equipment, booking platforms).
• Identify opportunities for process improvements and smart tools, balancing global best practices with local feasibility.

Employee Experience and Engagement

• Ensure the workplace supports well-being, engagement and productivity, with sensitivity to Japanese work culture.
• Act as a trusted point of contact for employee feedback on workplace services and environment.

Sustainability and Environmental Responsibility

• Implement sustainable practices in office management, reducing waste and energy usage.
• Promote eco-friendly initiatives such as recycling, efficient equipment, and greener office design.
• Provide local data to the global sustainability team for benchmarking and continuous improvement.

Vendor and Stakeholder Management

• Negotiate contracts and manage relationships with Japanese suppliers, ensuring service levels meet company standards.
• Liaise with key internal stakeholders (HR, IT, Finance, Legal, and business unit leadership) to balance competing needs and priorities.
• Ensure that solutions work across all business units while maintaining fairness and inclusivity.

Business Continuity and Risk Management

• Maintain and regularly update the Tokyo office Business Continuity Plan (BCP), aligned with global risk standards.
• Coordinate emergency response planning with local authorities and global compliance teams.
• Lead regular emergency drills and ensure employees are trained in safety protocols.
• Act as the escalation point for local incidents, liaising with emergency services and internal stakeholders.

Requirements

• Bachelor’s degree in Facilities Management, Business Administration, or a related field (preferred).
• Proven experience (typically 3-5 years) as a facilities Manager or in a similar role.
• Bilingual in Japanese and English, with a deep understanding of Japanese business culture and strong cross-cultural communication skills.
• Knowledge of health, safety, and environmental regulations is a plus.
• Budgeting and financial management skills, familarity with logistics and numbers
• Experience in office/workplace reduction and relocation planning.

Benefits

• Annual paid leaves, Special leaves, other types of leaves
• Health insurance, welfare pension insurance, occupational accident insurance etc
• Commuting costs are covered up 30,000 JPY per month / Remote work allowance
• Fukurikosei club (Relo Club)
• Employee Assistance Program (EAP)
• Language (English/Japanese) Class
• Others