Office Manager - Japanese

Office Manager

Position Overview: The Administration Manager (Start-up Operations) is responsible for leading and managing administrative and operational functions during the company's growth and start-up phase. This role oversees office administration, HR and recruiting support, vendor management, process development, and day-to-day operational activities.

Essential Functions:

• Oversee and manage all administrative functions across finance, HR, IT, and legal areas
• Support employees with day-to-day administrative and operational tasks
• Serve as the primary liaison with external professionals including CPAs, attorneys, HR consultants, and IT consultants
• Collaborate closely with Japan Administration teams to ensure alignment of company policies, procedures, and operations
• Office & General Administration
• Manage daily office operations and facilities administration
• Oversee procurement and management of office supplies, equipment, and IT assets
• Maintain contracts, company records, and internal documentation
• Coordinate travel arrangements, visitor support, and company events
• Manage relationships with vendors and external service providers
• Operations Development & Process Improvement
• Develop and improve internal operational processes and workflows
• Create and maintain company policies, SOPs, and operational manual
• Support operational efficiency initiatives and cost management
• Track KPIs and prepare operational reports
• Build scalable administrative systems to support company growth
• HR & Recruitment Support
• Coordinate recruitment operations and interview scheduling
• Manage onboarding and offboarding processes
• Maintain employee records, attendance, and benefits administration
• Support employee engagement initiatives and internal communications
• Assist with HR administrative tasks and compliance
• Finance & Accounting Support
• Process invoices and employee expense reimbursements
• Support payment processing and budget tracking
• Coordinate with external accounting firms and financial partners
• Assist with monthly financial and operational reporting
• Executive & Cross-functional Support
• Provide administrative support to executives and leadership team
• Organize meetings and prepare meeting minutes
• Support special projects and company initiatives
• Coordinate cross-functional communication and collaboration

Required Education and Experience:

• Experience in administration, operations, HR, or related functions
• Experience working in a start-up or high-growth company environment
• Strong project management and multitasking skills
• Excellent communication and interpersonal skills
• Proficiency in Microsoft Office and Google Workspace
• Ability to work independently and proactively