Job Title

Head of Administration

Job 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 requiredManage office supply inventory and ordersInvoice Management: Collect and arrange for monthly payment of office vendorsCoordinate and management courier relationshipsServe as periodic point of contact for office building property management officeServe as office Health, Safety, Security and Environment (HSSE) team lead working with other colleagues including coordination with office building property management officeServe as fire warden for officeBusiness card orders, rental car management, visitor preparations, orders of long-term service awards, order flowers/telegraphs for special events and manage office security cardsSupport new hire onboarding process including new staff hire orientation sessionsBusiness travel arrangement as neededMailroom managementOversight of receptionist position and corresponding tasksWork effectively with Finance, HR, Asset Management business and Service LinesVarious duties relating to planning and organizing office events and projects

Executive AssistantSupport Country Head covering daily duties as neededScheduling in coordination with other Service Lines and colleagues both in and outside of JapanPrepare and modify documents including correspondence, reports, drafts, memos and emails including translations from English to Japanese and vice versaAnswer and respond to incoming calls and written communications including e-mailsGeneral clerical dutiesHandle incoming visitors for meetingsMaintain electronic and hard copy filing systemsHandle requests for information and dataPrepare written responses to routine inquiriesSchedule and coordinate meetings, appointments and travel arrangementsPrepare agendas for meetings, schedules and Meeting Minutes, as neededTake on special projects working independently and/or within a team

Requirements:​Excellent written and verbal communication, organizational, and interpersonal skillsAdvanced 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 deadlinesSelf-starter who thrives in a fast paced, dynamic environmentExceptional time management, multi-tasking ability, and organization skills with strong attention to detailMakes thoughtful, prompt, systematic decisions sometimes under time constraintsPresents alternative solutions to problems and considers the impact of decisionsAnalytical and able to resolve administrative issuesEffective communicator with multiple Service Lines and colleagues, able to articulate verbal and written ideas in a clear and understandable manner

INCO: “Cushman & Wakefield”