Your Area of Work
This role reports to the General Manager in Japan and is responsible for the overall office administration of Clearstream Japan Branch. In addition, the incumbent is also required to support the HR-related matters concerning the Branch.
Your Responsibilities
General Administration, Facilities Management & HR:
- Attend to visitors by answering and/or referring queries
- Manage branch staff schedule and support event booking
- Keep branch P/L updated
- Management of door access control
- Procurement and management of office equipment and supplies and maintaining proper stock levels.
- Provide all FM-related reports including but not limited to regular work reports (weekly, monthly) and emergency event reports
- Assist with the annual health & safety inspection and audit
- Assist in employee’s onboarding, offboarding and training-related matters
- Assist in Time Management matters
- Assist in Tax reporting matters/Monthly bookkeeping matters by co-working with KPMG
- Manage corporate gifts
- Manage SAP Tools CLM/CRM related to contract and client related data
- Manage Office expense management / petty cash
- Screen invoices and prepare payment to vendors
- Final check for internal staff travel Concur expense reports
- Facilitate Internal audit
- Monitor Travel and Expenses Actual (T&E Actual) versus budget
- Manage Office insurance
- Act as Disaster Prevention manager
- Update the Unit Recovery Plan (URP)
- Represent all Japan branch staff to report to the Labor Standard Inspection Office in case of any breach of Japan’s labor code.
- Internal and external event organization
- Matters accompanying the previous items
Support Function:
- Cover for Relationship Management, Client Account Management and Customer Services to handle customer enquiries
- Answer phone calls
- Conduct market analysis/research and prepare marketing material
Your Profile
- Pro-active, willing to learn and able to multi-task.
- Able to work independently but also as a team player in a multicultural and dynamic environment.
- Detail-oriented and a strong sense of accuracy.
- Confident to work under pressure and to deadlines whilst maintaining good organization and prioritization.
- Good analytical and numerical skills.
- Strong verbal and written communication skills.
- Competent handling of MS Office applications