Executive Assistant & Office Coordinator (Japan)

About the Role

We are seeking a reliable and proactive Office & Administrative Manager to support the daily operations of our growing company in Japan. The ideal candidate combines strong organizational and communication skills with a high sense of responsibility and professionalism. This role serves as the central point of coordination between our management team, accounting office, vendors, and customers.

Main Responsibilities

Finance & Accounting Coordination

• Communicate with our external accounting company in Japanese and English.

• Prepare invoices and provide payment instructions to the accountant.

• Track vendor payments, customer invoices, and company expenses.

• Support monthly financial reports and record-keeping.

Customer & Partner Coordination

• Arrange meetings and schedules for directors and visiting international staff.

• Assist in communication with customers, insurers, and corporate partners.

• Support with Japanese correspondence and interpretation when necessary.

Office & Vendor Management

• Coordinate purchases of equipment, supplies, and cleaning or maintenance services.

• Handle communication with service providers and vendors.

• Manage office phone, fax, and email accounts (e.g., info@, finance@, contact@).

Document & Information Management

• Organize and maintain digital files, contracts, and invoices on OneDrive and SharePoint.

• Ensure all sensitive data is handled securely and efficiently.

Administrative & Travel Support

• Organize business travel for management and team members (flights, hotels, itineraries).

• Support visa and work-related administrative requests.

• Communicate with professional partners such as banks, lawyers, and accountants.

Employment

• Full-time position (probation period applies).

• Competitive salary based on experience.

• Opportunities for growth in an expanding international organization.

Qualifications

• Native or business-level Japanese, and conversational English.

• Excellent communication and phone manners in Japanese.

• Strong organizational and multitasking abilities.

• Solid understanding of basic accounting principles and financial documentation.

• Advanced skills in Microsoft 365 (Outlook, Excel, Word, SharePoint, Teams).

• Experience in an international or fast-paced business environment is a plus.

Personality

• Detail-oriented, trustworthy, and able to work independently.

• Comfortable communicating with executives and external partners.

• Open-minded and adaptable in a multicultural team environment