Job Description

work location: Tokyo City

Key Responsibilities

Administrative System Development: Establish, optimize, and enforce administrative policies, processes, and standards; conduct regular reviews and updates; prepare and maintain the administration operations manual. Coordination & Communication: Build effective communication and coordination mechanisms; drive nationwide administrative information integration; oversee cross-departmental matters to enhance organizational efficiency. Office Environment & Facilities: Manage office environment and facilities to ensure safety, hygiene, and compliance; optimize space planning and utilization. Project Management: Lead end-to-end office renovation projects, including planning, design, budgeting, tendering, construction, and acceptance; control costs and timelines. Procurement & Expense Control: Develop and refine procurement standards and procedures; monitor budgets and reimbursement processes; conduct expense analysis and implement cost-saving initiatives; negotiate with vendors to establish long-term partnerships. Asset Management: Maintain and update fixed asset records; conduct regular analysis and monitoring of asset usage; prepare and present reports to management. Budget Management: Prepare and manage monthly and annual administrative budgets; monitor spending to ensure efficient and compliant use of funds. Team Leadership: Build and manage the administration team; implement training, performance evaluation, and incentive programs; assign tasks and monitor execution to improve team performance. External Relations & Crisis Management: Maintain relationships with government bodies, property management, and external partners; handle emergencies and crisis events; develop and implement contingency plans.

Qualifications:

Proven experience in comprehensive administration management in internet or large-scale enterprises. Strong knowledge of administrative operations, procurement, fixed asset management, facility/property management, and office renovation projects. Excellent communication and interpersonal skills; ability to quickly understand cross-departmental needs and provide effective solutions. Detail-oriented, highly responsible, and strong in execution; able to work under pressure with resilience and composure. Strong external relations and public affairs skills, with proven ability to manage emergencies and resolve issues effectively. Proficiency in English and Chinese to facilitate communication with employees across multiple offices in different countries. Proficiency in Japanese is a plus, as the working office is located in Japan.



Flamingo Recruitment Pte Ltd EA License : 21C0588