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Office Administrator

Entry Level

Jamf | 900 - Administration | Minato-ku, Tokyo

The Office Administrator oversees a wide variety of general office administration and facilities management. The position requires a flexible, pro-active, problem-solving, detail and customer service oriented personality with a disposition that constantly anticipates needs and asks, “how can I help?” JAMF is a high-growth entrepreneurial environment—consequently, this position adapts as the culture and company grows. The Office Administrator and their team works with employees and vendors to develop and maintain policies and procedures for an awesome and safe work environment.

 

Responsibilities

  • Staff the reception desk - be the first face of the company; answer the general phone line, greet guests, and act as concierge for employees and visitors
  • Maintain general orderliness, cleanliness, and professional atmosphere of office
  • Track inventory and order office and kitchen supplies on an as-needed basis; process invoices accordingly
  • Send, receive, and distribute mail and packages; arrange shipments, sign for deliveries
  • Facilitate office events to maintain a thriving company culture and enhance community engagement
  • Administrative support as needed to help fellow employees and upper management
  • Inventory office workstations and manage layout for efficiency/ productivity
  • General duties as required to structure office for future growth and scalability
  • Research and manage standard and custom furniture, fixture and equipment purchases
  • Maintain and coordinate equipment/facilities/IT repair in conjunction with internal IT staff, building maintenance and janitorial services
  • Update existing projects and develop innovative ways to meet the needs of our employees, guests and communities
  • Coordinate and act as main point of contact for office vendors, developing and maintaining relationships with landlord, caterers, venue coordinators, supply vendors, etc
  • Manage physical office security; monitoring building/suite access, security cameras, physical/electronic key distribution and systems, and registering guests, vendors, and service providers
  • Coordinate and act as main point of contact with city officials and departments, local law enforcement, emergency response services and respond to after-hours security alarms
  • Manage a “Community Support” budget and work with both external organizations and internal departments to ensure charitable giving and sponsorship opportunities are realized
  • Work with HR to facilitate new hire orientation: organize building tours, supply procurement, and additional help as needed
  • Work closely with local office management to support local team priorities; maintaining worldwide Jamf standards as part of a global administrative team; provide light support to US-based finance, legal, and IT teams
  • Performs other duties as required and completes all job functions as per departmental policies and procedures.
Skills & Requirements

  • 4 year / Bachelor's Degree (preferred) | A combination of relevant experience and education may be considered
  • Certified fire prevention administrator (防火防災管理者) is a plus
  • Certified employee's safety and health administrator (安全衛生管理者) is a plus
  • > 2 Years of previous general office or administrative experience (Preferred)
  • > 2 Years in a customer-facing role (Preferred)
  • > 2 Years of experience creating and maintaining schedules and budgets (Preferred)
  • Strong Business and Conversational English Skills and native Japanese skills
  • Excellent Interpersonal Skills
  • Excellent Organizational Skills
  • Strong Customer Service Skills
  • Ability to interact effectively with co-workers in a results-driven culture
  • Self-starter, energetic multi-tasker, highly motivated and team player
  • Confident and innovative decision maker
  • Performs all job responsibilities in alignment with the core values, mission and purpose of the organization
  • Adheres to the highest moral, ethical and legal standards to deliver an environment that promotes respect, innovation and creativity
  • Supports and promotes a positive, inclusive workplace one in which the talents and strengths of our increasingly diverse workforce are welcomed, further developed and manifested in our work