Job Overview:
This hybrid role combines office administration (60%) and account management/marketing logistics (40%) responsibilities. The ideal candidate will be the go-to person for all Tokyo-based office-related matters and will also provide vital support to the Account Management and Marketing teams in East Asia.
Office Administrator (60%)
Key Responsibilities:
Serve as the primary contact for all Tokyo office-related matters, including facilities management and office security.Manage incoming calls, route them appropriately, and relay messages as needed.Oversee all facilities-related tasks such as office improvements, equipment repairs, and maintenance.Liaise with building management, Global Corporate Security, and site managers to ensure office security and compliance.Greet and assist visitors, including customers, vendors, and building management.Handle vendor management, general office maintenance, and vendor-related communications.Manage onboarding and offboarding logistics, ensuring new joiners have the necessary items and leavers return company assets.Coordinate events and support event logistics, including vendor management and client communications.Support East Asia subregion events, both virtual and physical, in collaboration with the Communications Team, including administrative tasks like purchase requisitions.Administrative Support:
Manage badge inventory, locker assignments, purchase requisitions, and corporate gift stock.Oversee mobile phone administration and act as the liaison between vendors and the procurement team.Perform general office administration tasks, including ordering stationery, managing pantry supplies, and handling courier arrangements.Manage IT-related office administration, including printer and server room management, IT asset inventory, and support for office IT and network upgrades.Ensure meeting rooms are fully equipped with functioning projectors, audio-visual equipment, and cables.Maintain office cleanliness and ensure meeting rooms, pantry, and server rooms are well-organized.Account Management & Marketing Logistics (40%)
Key Responsibilities:
Provide marketing and event support, including managing RSVPs, attendee lists, meeting venues, catering, and reception duties.Maintain and update local language website content and assist in producing the bi-annual Swift community newsletter.Support JP National Member Group meetings with document preparation, translations, and logistical arrangements.Offer administrative support to a small portfolio of customers (approximately 50 accounts), addressing their needs and providing guidance on business rules.Act as the escalation point for customer issues, providing solutions and support within your area of expertise.Contribute to the development and improvement of tools and processes for managing customer data.Assist in the account management process during pre-sales, ensuring that customer needs are met, and targets are achieved.Review and troubleshoot problem situations, suggesting improvements to processes and tools to enhance efficiency and quality.Collaborate with internal teams to ensure compliance in the delivery of products and services.Continuously acquire and maintain knowledge of operational processes and products to effectively resolve customer inquiries.Participate in projects relevant to your role, with the potential to manage small projects in the future.What Will Make You Successful?
Ability to multitask, prioritize, and work both independently and within a team.Strong attention to detail.Excellent customer service and problem-solving skills.Strong planning and organizational abilities.
What we offer
We put you in control of career
We give you a competitive package
We help you perform at your best
We help you make a difference
We give you the freedom to be yourself
We give you the freedom to be yourself. We are creating an environment of unique individuals – like you – with different perspectives on the financial industry and the world. An environment in which everyone’s voice counts and where you can reach your full potential regardless of age, background, culture, colour, disability, gender, nationality, race, religion, or veteran/military status.