Office Coordinator

Role purpose

• The Global Workplace Services team creates safe, efficient and engaging workplace environments that enable our people and business to succeed. Working as part of this global function, the Office Coordinator is responsible for supporting the day-to-day operations of the Japan office, delivering a professional, welcoming and productive workplace experience for employees, clients and visitors.
• The role coordinates a broad range of workplace activities, including facilities and office administration, vendor management, meeting and event support, workplace safety and employee onboarding. Acting as a key local point of contact, the Office Coordinator works closely with colleagues across the business and the Global Workplace Services team to maintain high service standards, ensure compliance, and identify opportunities to improve workplace operations and employee experience.

Role tasks and responsibilities

Front Desk Services

• Handling incoming calls, screening and directing to consultants
• Welcoming office visitors, including serving refreshments
• Managing incoming and outgoing mail
• Maintaining office equipment and managing office supplies
• Maintaining the office security system and access processes
• Assisting with meeting and event scheduling
• Coordinating ceremonial arrangements, greeting cards, and telegrams

Executive Assistance

• Managing schedules, arranging business trips, car services, and meeting venues
• Processing expense reimbursements (verifying expense data)
• Inputting business data into internal systems
• Communicating with secretaries and assistants in overseas offices (via email and phone)
• Arranging hotel and transportation for overseas visitors
• Ordering business cards in the company standard format

Office Management

• Maintaining office organization, ensuring all areas are presented to a professional standard
• Supporting the recent office move, by completing project actions such as unpacking items and removing boxes from site
• Updating the employee list
• Checking and submitting employee timesheets
• Assisting new employee setup through completing the induction sheet
• Coordinating with building management to facilitate regular maintenance and repairs
• Assisting with invoice issuance (tracking, preparing originals, arranging delivery)
• Working with IT to ensure all technology in the office works effectively
• Supporting new joiner and leaver processes, including laptop and mobile phone setup
• Reporting stock of office mobile phones and used laptops
• Preparing and organizing manuals, documents, and other materials
• Coordinating with the Global Workplace Team on company initiatives and the implementation of new processes

Health, Safety and Environment

• Conduct regular office inspections to identify faults, conduct regular risk assessments and coordinate incident reporting
• Support regional HSE meetings with reporting for the Tokyo office
• Ensure office safety compliance, maintaining a list of First Aid and Fire Wardens
• Coordinate efforts around environmental initiatives as directed by the Business, such as Green House Gas emission reporting and Plastic Free Month

Required Qualifications

• Minimum 1 year of experience in administrative or office support roles
• Proficiency in Microsoft Office (especially Excel, Word, Outlook)
• Strong communication and teamwork skills
• Fluent English for written and verbal communication
• Ability to maintain strict confidentiality

Preferred Qualifications

• Experience in a professional services firm (e.g., law firm, consulting firm)
• Experience in business operations in startups or small-sized companies
• Familiarity with CRM or ERP systems is a plus