In this administrative role, the Office Manager will be responsible for overseeing and executing on activities essential for the smooth operation of KLD’s Tokyo office. The Office Manager will be working independently to anticipate and proactively resolve administrative and operational tasks.
The role requires a broad skill set with experience in general administration. The ideal candidate will have experience in vendor relations and negotiation, emergency health and safety protocols, general Japanese HR and Employment/Labor regulations, and general accounting skills.
This role requires attention to detail and excellent communication skills with native-level Japanese and “high-business” English language skills.
This role is part of a small and dedicated regional team with peer members located in countries across APAC. A strong sense of teamwork and a desire to constantly excel are essential.
This is an onsite opportunity. This position may require occasional after-hours and weekend work.
Essential Functions
A sampling of responsibilities an Office Manager (Japan) can expect to perform:
- Primarily work in the Tokyo office (onsite) with opportunities to work from home;
- Support both the Legal Technologies (LT) and Data Storage Technologies (DST) divisions through the Office Manager role;
- Perform administrative tasks such as submit documentation to the Japan Labor Bureau, handle Corporate Registry changes, register changes in the corporate seal/stamp, or similar tasks in conjunction with Finance, HR and Legal teams globally;
- Ensuring corporate secretarial records filed appropriately and available on request for Finance, HR and Legal teams, as needed and working with appointed advisors, such as external counsel, to complete such tasks;
- Assist global and local signatories with contract finalization processes;
- Act as a liaison between KLD and building management on matters of office security, maintenance, and administration;
- Work with HR in handling sensitive employee matters in the local office;
- Assist Accounting, HR, and the local payroll vendor on onboarding new employees, employee insurance, and handling year-end tax statements;
- Demonstrate at all times meticulous and dependable handling of sensitive and confidential company and employee information;
- Meet with existing and potential vendors to negotiate contractual terms of service, lease renewals, or license renewals, etc.;
- Collate and report vendor invoices to KLD’s internal accounting teams;
- General banking, petty cash reporting and accounting administration;
- Liaise with the payroll vendor and support the payroll process;
- Receive, sort, and send mail and packages;
- Provide administrative support to KLD business travels and guests, including supporting transportation and accommodation reservations;
- Receive and greet visitors to the office;
- Support KLD employees with business/work visa and immigration questions;
- Oversee general office supplies including for the mailroom, meeting rooms, pantry, and labs;
- Administer the petty cash disbursement and balances;
- Support Marketing activities such as seminars and webinars;
- Help ensure the office is a safe and secure work environment.
Education, Skills, and Experience
- Japanese citizenship required;
- Native-level spoken and written Japanese language required, “high-business” English or better required;
- Familiarity with business etiquette in Japan;
- Two-year degree in business/office/administrative field OR equivalent experience preferred;
- Well-organized with attention to detail;
- Confident communication skills (writing, editing, reading, speaking);
- Experience with general office computer systems and software (Microsoft Word, Microsoft Excel, Adobe Acrobat, Windows Operating System, etc.);
- Strong arithmetic/mathematics/calculation skills;
- Experience with international office conflict resolution and diplomacy.
What We Offer
At KLD we invest in employees and their families by placing their wellbeing first. We offer competitive total compensation that includes base pay, bonus potential, inclusive benefits, and wellness programs. We use market and industry data to inform pay decisions while considering geography and labor markets, individual experience, and business needs. Individual compensation will vary, although a reasonable estimate of the current annualized base pay range for this position is 4,500,000 to 6,500,000 JPY.
- This position is on-site and we offer high-performance laptop computer, options for wireless or external speaker, up to two 24" 2K monitors and a mobile phone for business use.
- A friendly and welcoming team-oriented environment
- Opportunities for career advancement and growth
- Business casual dress
One Goal, One Vision
Entrepreneurs at heart, we are a customer first team sharing one goal and one vision. We seek team members who are:
- Humble - No one is above another; we all work together to meet our clients’ needs and we acknowledge our own weaknesses
- Hungry - We all are driven internally to be successful and to continually expand our contribution and impact
- Smart - We use emotional intelligence when working with one another and with clients
Our culture shapes our actions, our products, and the relationships we forge with our customers.
Who We Are
KLDiscovery provides technology-enabled services and software to help law firms, corporations, and government agencies solve complex data challenges. With offices in 26 locations across 17 countries, KLDiscovery is a global leader in delivering best-in-class data management, information governance, and eDiscovery solutions to support the litigation, regulatory compliance, and internal investigation needs of clients. Serving organizations for over 30 years, KLDiscovery offers data collection and forensic investigation, early case assessment, data processing, application software and data hosting for web-based document reviews, and managed document review services.
In addition, through its global Ontrack data management business, KLDiscovery delivers world-class data recovery, disaster recovery, email extraction and restoration, data destruction, and tape management. KLDiscovery has been recognized as one of the fastest growing companies in North America by both Inc. Magazine (Inc. 5000) and Deloitte (Deloitte’s Technology Fast 500. Additionally, KLDiscovery is a Relativity Certified Partner and maintains ISO/IEC 27001 Certified data centers around the world.
Visit www.kldiscovery.com to learn more.
KLDiscovery is an Equal Opportunity Employer.
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