Workplace Experience Coordinator

About the role

This position serves as the primary operational anchor for our Japan business, providing direct executive support to the Country Manager. You will manage the daily functions of our Tokyo office while acting as a bridge between local staff and our global departments.

Key facts

What you'll do

• Handle executive administrative duties including travel planning, expense reporting, and complex calendar management.
• Oversee daily office operations to maintain a professional and efficient environment.
• Manage facility requests, office supplies, and relationships with local vendors.
• Process purchase requests, invoices, and payment tracking in coordination with the Finance department.
• Act as the main point of contact for office guests, partners, and customers.
• Organize logistics for internal meetings, leadership visits, and office events, including A/V and catering.
• Collaborate with global IT, People, and Workplace Experience teams to support local staff needs.
• Manage onboarding logistics for new hires, such as equipment setup and workspace preparation.
• Maintain accurate local operational records, documentation, and trackers.
• Assist with translations, presentations, and meeting materials.
• Manage sensitive employee and business data with strict confidentiality.
• Develop and refine administrative processes to boost local operational efficiency.

Requirements

• Proven experience in an Administrative Coordinator, Office Manager, or Executive Assistant role supporting senior leadership.
• Business-level proficiency in both English and Japanese, both written and verbal.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Excellent communication skills and a service-oriented mindset.
• Ability to work independently while coordinating with cross-functional global teams.
• Experience managing office operations, vendors, and facilities.
• High level of discretion and judgment when handling confidential information.
• Proactive, resourceful, and capable of anticipating needs.
• Adaptable to the needs of a fast-growing global organization.

Skills & tools

• Google Workspace (Docs, Sheets, Slides, Calendar)
• Microsoft Office
• Expense management or finance software

Practical notes

• This role is based in the Tokyo office and reports to the Japan Country Manager.