Office Manager

InterSystems seeks an experienced and motivated Office Manager to provide high quality service and support to two busy offices in Tokyo and Osaka, Japan. This role is responsible for the smooth and efficient running of the office and is accountable for all reception and general housekeeping duties. The role will be challenging, diverse yet rewarding. The Office Manager will play a key role in ensuring strong lines of communication and consistency between other regional and global offices.  In this role you will be expected to provide administrative support to the business and be willing to go above and beyond on a daily basis.  You will take ownership of delegated tasks and ensure they are completed in a timely manner, to a high standard.  You will have high attention to detail and a can do, proactive attitude.

ASG & Facilities Responsibilities

• Oversee all administrative support including office phones, coordinating meetings, conference calls, Video Conferences, International and Domestic travel (including Visa applications, accommodation, car rentals and flights), expenses, Company vendor reconciliation, Company presentations and tender submissions.
• Supervise a team of administrators and provide direction to your direct reports, as required.
• Event management e.g., Monthly Company updates, and social events.
• Other responsibilities assigned by the HR Director, Country Manager and visiting senior executives.
• Oversee all facilities maintenance and other new office projects for office improvement.
• Coordinate any local training requirements in-house or externally.
• Build strong relationships with all third-party vendors and negotiate service level agreements, as required.
• Provide regular reporting as directed.
• Preparation of internal documentation for example purchase orders for approval.
• Overseeing all company Travel ensuring the processes being followed in accordance with the company policy and being the point of contact for any travel related issues.
• Coordination of the supply of all office stationery.
• Provide local assistance to visiting senior executives.
• Responsible for all office related announcements.
• Maintenance of internal directories including online telephone directory and all floor plans, as relevant.
• Collaborate with regional peers for consistency and service offering innovation.
• Be responsible for office expenses, monthly and/or during annual budget activities.
• Create and maintain office manual and other important processes, as required.

HR, Finance & Sales EA Responsibilities:

• Responsible for Work Health & Safety in ensuring that requirements are met and that all documentation is in place and kept current, as required.
• Responsible for accurate daily data entry into Human Capital portal of local staff movements including coordination via direct reports.
• Participate in all new hires to the local business ensuring all Company policies are covered and acknowledged.
• Assist with other onboarding and offboarding processes such as equipment issue/return, as required.
• Facilitate the management and coordination of vendor invoices, as directed.
• Assist with the creation of monthly reporting for Country Manager, as directed.
• Assist with scheduling appointments and calendar management for Country Manager, as directed.

Experience and Qualifications:

• At least 5 years’ experience as an Office Manager in a corporate environment.
• Exceptional organisational, interpersonal, and written communication skills.
• Experience with senior stakeholders and achieving results.
• Must be professional and maintain Company confidentiality.
• Be an exemplary role model and advocate for InterSystems.
• Organised and enthusiastic are the key words, autonomy and adaptability are critical.
• Ability to work effectively in a “team” environment.
• Ability to work with a fast-paced Regional Management Team.
• Ability to work flexibly.  
• Excellent attention to detail, writing skills, proof reading and grammatical skills.
• Advanced Microsoft Office 365 - Word, Excel, PowerPoint, Outlook, Teams.