外資法律事務所総務‐正社員

Facilities Officer
We are looking for a candidate who can provide a professional service as a facilities officer at this very well-respected international law firm in Tokyo. We offer a highly multicultural environment, and a friendly and supportive office culture.
RESPONSIBILITIES
• Answer our representative phones and transfer to the appropriate staff member, take and distribute accurate messages.

• Coordinate messenger and courier service (Sagawa, DHL, T-Serv).

• Receive, sort and distribute incoming postal mail and courier.

• Prepare outgoing mail.

• Fax, scan and copy documents.

• Management of office filing and storage systems, including arrangements for the disposal of confidential documents.

• Update and maintain internal staff contact lists or seating chart.

• Provide advice and recommendations on conference room and venue setups for meetings and events.

• Assist and coordinate with internal and external events/conferences.

• Ensure office equipment is properly maintained and serviced.

• Perform work-related errands as requested such as going to the post office and public offices. • Keep office area clean and tidy.

• Assist with procurement and other administrative exercises, including requests for proposals/quotations, liaison with vendors, and keeping track of progress to ensure work is delivered on budget and time.

• Facility management including office security systems.

• Provide emergency support – out-of-office hours support on server room, building security when needed.

• Support on dealing with IT vendors.

• Processing of invoices and reimbursement of expenses.

• Supporting other department’s administrative work on ad-hoc basis.

• Back-up for reception staff.

• Manage workflow for operations team to ensure the execution of front office services is accomplished efficiently and accurately.

• Provides support to the office manager by locating and collecting information required for procurement activities, assisting with awareness-raising activities on sustainability and responsible business, and assisting with responding to various requests from the global team.

 

REQUIREMENTS
• Excellent communication skills
• Native Japanese language skills
• Business-level English language skills
• Basic PC skill (word, excel, outlook, etc.)
• At least 5 years' experience in general administration in a foreign company
• Events, relocation and renovation experience are plus.
• Team player and flexible attitude
• Ability to work independently
• Flexibility, Client focused