HR & Office Manager

We are seeking a dynamic and experienced HR & Office Manager to oversee all aspects of Human Resources (HR) practices and processes, office management, and finance function for our Tokyo office! (Headcount circa 50)

This locally-based role is part of a global company, providing an exciting opportunity to collaborate with international teams.

The post holder will be reporting to the Director – Japan, working closely with the Tokyo office Leadership Team, Regional HR Director and Regional Finance Controller, along with other regional and global colleagues.

Human Resources Responsibilities:

• Be the primary contact for HR related queries, from employees and line managers, regarding policies and procedures, escalating complex matters to the Regional HR Director, APAC.
• Proactively partner with managers to drive high performance.
• Provide effective HR administration service relating to the employment lifecycle (on-boarding and induction, staff development and performance management, and leaver administration).
• Ensure the HR Information System accurately reflects current staff conditions and details. E.g. input starters and leavers, contractual amendments, change of details, leave records – holiday, sickness etc.
• Ensure electronic and paper-based personnel files are maintained and filing/archiving is completed in a timely manner.
• Update and amend local policies and procedures.
• Assist in formal meetings, such as employee disciplinaries and grievances undertaking such tasks as may be required by the Regional HR Director, APAC.
• Support current and future business needs through the development, engagement, motivation, and retention of the Tokyo team.
• Ensure legal compliance with Japan labor laws.
• Work in collaboration with the Tokyo Leadership Team to drive Employee Engagement.

Finance & Payroll Responsibilities:

• Ensure employee compensation and benefits are accurately reflected in monthly payroll.
• Work with third party payroll vendor to ensure timely and accurate payroll transactions.
• Maintain payroll records and manage any payroll discrepancies and queries
• Ensuring supplier invoices and employee expenses are approved in accordance with the company approval policy.
• Review of employee expenses to ensure claims meet group policy.
• Setting up of payments for approval on the banking platform
• Liaising with Regional Financial Controller to ensure all documentation is provided on time for payment runs.
• Liaising with vendors regarding payments when required.
• Download bank statement and update excel report weekly.
• Updating the forecast of costs for the office to ensure appropriate funding from head office.
• Understanding and managing the compliance and filings of the company to ensure deadlines are met.
• Main local contact for Banks, Finance Advisers & local Regulators.
• Collaborate with the Regional Financial Controller on the initial localization project to prepare for a new accounting system.

Recruitment Responsibilities:

• Collaborate with regional talent partners to ensure vacancies are filled efficiently and effectively.
• Strategic planning of hiring plan with hiring managers.
• Management of recruiting agencies and job ad posting website.
• Screening of resumes/CVs, applications received.
• Arrange interviews and tests, conduct interviews (face to face and online).
• Interview schedule management.
• Prepare offer letter and offer meeting.

Office Management:

• Management, training and supervision of Back Office Assistant
• Building and facilities management (liaise with vendors on maintenance and service agreement renewals) – cleaners, soft phone system, lighting, aircon, indoor plants, pest control, fire alarm, printers.
• Procurement of office supplies – e.g. business cards, access keys, canteen and cleaning supplies and stationery
• Manage contract and price negotiations with office vendors, service providers, and office lease.
• Plan office events, celebrations, and teambuilding activities to promote engagement.
• Empower CSR committee to plan and run local events to support global CSR initiatives.
• Ownership of all Health & Safety matters, including appropriate provision of fire wardens and first aiders.
• Implement, maintain and update office admin procedures with a mindset of continuous enhancements to existing processes.

Requirements

• Proven working experience as an HR Manager, Office Manager, or similar role.
• Language skills: Native Japanese and fluent in English (TOEIC865 or more)
• Strong communication, interpersonal, negotiation and diplomacy skills.
• Self-motivated, organized with strong attention to detail.
• Ability to handle data with confidentiality.
• Knowledge of Japanese labor laws and regulations (highly desirable)
• Good understanding of accounting principles and financial reporting (highly desirable)
• Proficient in MS Office (MS Outlook, MS Teams, MS Excel, MS Word, MS PowerPoint in particular).
• Experience with HR software and payroll systems.