Office Administrator, Japan

About Us

The FT has an uncompromising mission: delivering independent, quality information, news and services to individuals and companies around the globe. It’s the cornerstone of our reputation and the heart of our ambitions for the future. But for our people, the FT offers so much more than what we do. FT people come from all kinds of backgrounds and work across a huge range of disciplines and locations, and find an empowering, warm and welcoming culture that values curiosity and rewards smart, ambitious thinking. Those who are willing to unite around our mission and live our values will find plenty to challenge, inspire and interest them. Like the audiences we serve, no two FT people are the same; but together we help our audience be better informed and understand the world around them. It’s a job that’s never mattered more, and a career that can take you anywhere you want to go.

Our commitment to diversity and inclusion in the workplace

At the FT, we give all employees a voice so that diverse perspectives are heard and valued. We believe that a supportive workplace is one where employees feel they can be themselves at work. We'll continue to remove barriers for all, and in particular barriers facing employees from underrepresented groups.

Main Duties and Responsibilities

Daily tasks

• Coordination with Nikkei reception and manage meeting room bookings 

• Manage FT Newspaper and other magazine inventory including saving daily PDFs(colour ads)and manage office subscriptions.

• Be Responsible for daily mailing including posting of letters, local and overseas courier services and dispatch of correspondences to mail room

• Ensure that all meeting rooms are neat in the morning and at the end of business day, switch off all the lights in unused meeting rooms.

• Support Advertising Sales team

  • Collect and dispatch voucher copies, domestically and internationally. 

  • Support for invoice management (both internal and external) 

  • Manage incoming 'leads' and contact them, pass them to appropriate sales reps.

Weekly tasks

• Support the Office Manager with the office IT such as coordinating contracted local IT support visits and notifying staff of OS updates.

Monthly tasks

• Support internal and external guests

  • Booking and management of hotels, car transfer and restaurants.

  • Provision and collection of building security passes.

  • Management of visitor schedules.

  • Support event preparing.

• Ensure that all equipment (fax, photocopier) are working properly including checking the supply of paper, toner cartridges and coordinate maintenance visits by the service provider

• Manage office stationery and the (dry) pantry. Order and manage the supplies by considering environment and cost efficiency.

• Other admin tasks

  • Manage various mailing/contact lists

  • File various documents such as agreements/contracts

  • Support the Office Manager with New year’s greeting cards, Desktop calendars and other client gifts

  • Arrange of telegrams and flowers

  • Support Office manager to manage contracts

  • Manage Procurement

  • Ad hoc tasks assigned by Office Manager as and when needed

PERSON SPECIFICATION

Qualifications / Competencies / Skills / Experience

·       With solid experience in Receptionist/Admin Assistant role

·       Fluent in Japanese and English

·       Practical MS Word and Excel skill. Experiences with Powerpoint,

·       G Suite and Acrobat are plus.

What’s in it for you? Our Benefits

Our benefits vary depending on location, but we are committed to providing best in class perks across all our offices as well as an inclusive environment to develop your career. Examples of our benefits include; generous annual leave allowances, flexible working (including working from home), medical cover, enhanced parental leave packages, subsidised gym memberships and Giving Back opportunities. Full details of our benefits can be found here.

Further Information

The FT is committed to providing an inclusive working environment for all. We are an equal opportunities employer who seeks to recruit and appoint the best talent regardless of age, gender, ethnicity, disability, sexual orientation, gender identity, socio-economic background, religion and/or belief. We have implemented a hybrid working model and we also promote flexible working and will consider specific requests around flexibility for all roles where it can be accommodated. Please let us know if you require any adjustments as part of the application process or to enable you to attend an interview. If you would like to discuss your requirements, or have any questions, [email protected] and a member of our team will be happy to help.

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