Office Administrator

Administrative Tokyo, Japan


SUMMARY:

APCO Worldwide—a leading global communications consultancy—is looking for an office administrator to join its Tokyo team. They will be primarily responsible for coordinating meeting schedules and travels for the team and Managing Director, answering and directing incoming calls for assigned staff and greeting guests. They are also sometimes required to assist the finance/HR/IT team on ad-hoc requests.

OFFICE MANAGEMENT

  • Receptionist duties
  • Answering all incoming calls and attend to guests.
  • Attend to incoming and outgoing mails and couriers –re-direct to the right channel.
  • Maintain stationery & pantry supply
  • To liaise with suppliers on the ordering of office/pantry supplies, equipment, furniture and name cards (sourced and negotiated the best price) and marketing material.
  • Maintain a list of office reference materials, such as newspapers, publications, and other online subscriptions and keep track of such expenses.
  • Maintenance of filing system for Administration. Create, maintain & update E-files and manual files.
  • Logistic support on travels and projects.
  • Serve as part of the overall company administrative team and assist other project groups when time allows
  • Finding and managing vendors for outsourcing such as translation agency, monitoring & clipping agency, and multicasting service.

 

PROJECT SUPPORT

  • Develop and maintain contact database
  • Coordinate translation and check quality of delivered material
  • Take on basic/draft translations
  • Carry out research for new business pitches and for projects
  • Provide logistical as well as on-site support at events

 

FINANCE SUPPORT

  • Data Entries
  • Accounts Payable
  • Staff expense, make sure the original receipts are prepared in correct amount with correct descriptions
  • Monthly payroll
  • Provide support to the finance team such as maintain/filing financial related documents, local contacting person for the bank, auditors etc. and other ad-hoc duties
  • Vendor payment
  • Receive tax and commercial invoices from vendor weekly basis    
  • Verify the invoices and answer questions from vendors and project managers
  • Ensure information on the invoices are complete and clear before payment
  • Prepare PO form and get approval from project managers and MD before payment
  • Prepare the list of AP by excel to monitor the schedule of payment
  • When the payment is due, set up bank payment twice a month via Citibank 

 

HR SUPPORT

  • Coordinate with visa agent for the application and renewal of visas for employees
  • Assist HR to coordinate with payroll vendor for payroll payment, tax filing, statuary insurance filing, etc.
  • Conduct office administration/facility/procedures orientation for new employees and continually provide advice on the office policies and procedures
  • Support with the employee onboarding & exiting procedure, prepare relevant documents

 

IT SUPPORT

  • Coordinate with IT to arrange equipment (laptop, mobile phone, etc.) for employees during the onboarding and offboarding process

 

 

QUALIFICATIONS AND STANDARDS:

 

EDUCATION: High school diploma, university degree or equivalent

 

EXPERIENCE: Minimum 2-3 years of relevant experience in an administrative capacity, previous consulting experience a plus).

 

CORE SKILLS:

  • Ability to multi-task and work under tight timelines and pressure
  • Team player
  • Operating knowledge of MS Word, Excel, PowerPoint and MS Outlook 

 

LANGUAGE: Native Japanese; proficient English in speaking and writing

 

OFFICE ENVIRONMENT: The position will be based in APCO’s Tokyo office working alongside approximately 12 Japanese and international staff in Tokyo, and with a wider pool of global colleagues. Some local travel and occasional international travel may be required.

 

ABOUT APCO

 

APCO Worldwide is an advisory and advocacy communications consultancy helping leading public and private sector organizations act with agility, and build organizational reputations, brands, relationships and solutions to succeed.

 

Our expertise and integrated approach enable us to provide a full range of services, across industry sectors and global markets, allowing us to offer effective counsel and programs for boards of directors and CEOs. We meet the evolving needs of executives and their teams in communications, public affairs, government relations, legal, risk, organizational transformation, international relations, corporate responsibility and brand marketing.

 

APCO IN TOKYO

 

The future of Japan is the future of the developed world. And that future is being defined today.

 

The coming years will present opportunities for both domestic and multinational corporations to expand out of and break into the Japanese market, and APCO Tokyo is uniquely positioned to help you understand, translate, and address the complex web of challenges and opportunities.

 

Since its founding in 2014, APCO’s Tokyo office has predicted and adapted to the changes that are occurring in Japan. Beyond our office’s growth trajectory—now seven times its original headcount and revenue, the Tokyo team is one of the most diverse in APCO’s global network, attracting multi-lingual talent who have studied or worked in a dozen countries.

 

In addition to creating a dynamic office culture and fostering meaningful collaboration with colleagues outside Japan, our international experience and perspectives enable us to deliver unmatched, world-class counsel and service to our clients.

 

APCO’s Tokyo office has extensive experience in the health care, energy, and tech sectors, and is investing to grow in the consumer food and retail space.

 

In 2019, APCO Tokyo was named the Japan PR Consultancy of the Year at the PR Awards Asia. The team’s multi-year campaign to promote women’s health in Japan received the 2018 Public Affairs Asia Gold Standard Award for Government Relations and the 2019 PR Awards Asia Silver Award for Public Affairs.