Operations and Talent Manager

What You’ll Do

As Operations and Talent Manager, you will coordinate and oversee all administrative and operational duties in our Japan office. This position has dual reports to the Operations and HR team in region to ensure all business needs are appropriately met. To be successful in this role, the ideal candidate is well organized, has the ability to multi-task, is able to work in a fast-paced environment and is a team player who takes the initiative to resolve operational challenges and improve processes.

What you’ll be working on

• Oversee the day-to-day activities of the office as the main point of contact 
• Assist in all regulatory compliance matters, including but not limited to company/branches setup/deregistration, regulatory filings, licensing maintenance and renewals
• Provide direct administrative support as needed, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing and shipping packages, and employee list
• Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs, maintain and manage vendors, and coordinate food delivery as needed
• Manage office budget and coordinate with finance to ensure timely payment to vendors
• Collaborate with the building facilities team for office maintenance needs
• Provide first-level IT support to executive team and onsite staff
• Support operations safety management and policies and procedures
• Coordinate internal and external resources, and cultivate relationships with vendors
• Provide executive and administrative support and coordination as needed including managing calendar.
• Provide high-touch support to the staff throughout the workday, ensuring colleagues have the resources and a comfortable environment to do their best work.
• New Entity Setup: Assists in the preparation of any documents necessary for new company and branches setup
• Upkeep and maintain all business licenses and certificates necessary and assist in annual inspection with government agencies
• Liaise with regional contact to upkeep all company insurance information and renew company insurances before expiry date
• Work with team members to liaise with government officials in compliance with local regulations
• Office Lease Maintenance
• Act as the local point of contact for HR-related matters, coordinating between the Japan office and regional HR team
• Support recruitment processes, including coordinating interviews, communicating with candidates, and assisting with onboarding logistics
• Support day-to-day HR operations, including onboarding, offboarding, and employee documentation
• Coordinate with external vendors (e.g., payroll, benefits providers) to ensure smooth HR administration
• Ensure compliance with local labor requirements and maintain accurate, confidential employee records

Must Haves: 

• Bilingual spoken & written Japanese & English.
• 5+ years of office or operations management experience 
• Ability to operate effectively & efficiently in a fast-paced environment
• Must exhibit excellent attention to detail and good organizational skills
• Must be energetic, highly motivated and able to multi-task
• Must take ownership of tasks and be able to follow through independently
• A self-starter who provides white glove customer service.
• Must be an adaptable problem-solver with the curiosity to learn
• Excellent written, interpersonal and communication skills
• Advanced computer skills and experience using email tools and online platforms (Dropbox, Zoom)
• Proficiency in Microsoft Office, with aptitude to learn new software and systems
• Proficient in planning and executing operational initiatives