Job Description
ION's Productivity Support team ensures smooth operations at local offices, acting as part of a global network. The Asia-Pacific team covers 10+ offices across Singapore, Hong Kong, China, Taiwan, Japan, South Korea, Indonesia, Australia, and Pakistan. As an Office Administrator in Tokyo, you will be responsible for managing day-to-day tasks and projects, providing front-office and operational support to various teams and departments. Key responsibilities include visitor, vendor, and staff management, correspondence handling, ensuring administrative support through liaison with HR, facilities, finance, IT, and legal, handling outdoor errands, office supply management, and organizing employee engagement initiatives. The ideal candidate will have 3+ years of experience in reception, facilities management, operational support, or related fields, proficiency in Office 365, excellent communication and interpersonal skills, business level Japanese with strong written and spoken English, the ability to prioritize tasks in a dynamic environment, effective workload management, commitment to deadlines, multitasking skills, flexibility (as occasional overtime and weekend work may be required), attention to detail, self-motivation, proactive and hands-on approach, and strong organizational skills.
Must Have:
- 3+ years of experience in Reception or Facilities management, an Operational Support role or related field
- Proficiency with Office 365 i.e. Word, Excel, PowerPoint, Sharepoint
- Excellent communication and interpersonal skills.
- Business level Japanese with strong written and spoken English skills
- Ability to prioritize tasks in a dynamic environment
- Effectively support and efficiently manage the workload, with a great understanding of commitment to tight deadlines
- Multitasking skill is essential
- Flexible (as occasional overtime & Sat works are required)
- Attention to detail
Our Productivity Support team helps to ensure that local offices run smoothly, both individually and as parts of our global network. The Asia-Pacific team covers more than 10 offices in various locations in Singapore, Hong Kong, China, Taiwan, Japan, South-Korea, Indonesia, Australia and Pakistan. We also provide front-office and operational support by completing a wide range of tasks and projects for all areas of the business.
The Role:
We are looking for an Office Administrator in our Tokyo office who will be responsible for managing various clerical and day-to-day tasks to keep our operation running smoothly and effectively.
You will work closely with other operational teams like People Operations, Facilities Management, IT and with business managers and staff.
Key Responsibilities:
- Management of visitors, vendors and staff support in the workplace.
- Manage emails, letters, packages, phone calls and other forms of correspondence.
- Ensure admin support for the workplace through liaising with HR, facilities, finance, IT and legal departments.
- Outdoor errands to post office, immigration, supermarket, transferring materials between office and storage etc.
- Track and replace office supplies as necessary to avoid interruptions in standard front office procedures.
- Organize employee engagement initiatives and events.
- Ad hoc tasks and projects related to Offices and Facilities management and administration
Required Skills, Qualifications and Experience:
- Min. 3 years of experience in Reception or Facilities management, an Operational Support role or related field
- Proficiency with Office 365 i.e. Word, Excel, PowerPoint, Sharepoint
- Excellent communication and interpersonal skills. Business level Japanese with strong written and spoken English skills
- Ability to prioritize tasks in a dynamic environment
- Effectively support and efficiently manage the workload, with a great understanding of commitment to tight deadlines
- Multitasking skill is essential
- Flexible (as occasional overtime & Sat works are required)
- Attention to detail
- You would be a self-motivated individual with a pro-active and hands-on attitude, that can manage an array of tasks while staying focused on priorities.
- This role requires strong organizational skills and great attention to detail. You will need to be an adaptive thinker as this is a fast-paced role and requires real self-motivation and drive. You will also need to be someone who excels in a team environment.
About us
We’re a diverse group of visionary innovators who provide trading and workflow automation software, high-value analytics, and strategic consulting to corporations, central banks, financial institutions, and governments. Founded in 1999, we’ve achieved tremendous growth by bringing together some of the best and most successful financial technology companies in the world.
• Over 2,000 of the world’s leading corporations, including 50% of the Fortune 500 and 30% of the world’s central banks, trust ION solutions to manage their cash, in-house banking, commodity supply chain, trading and risk.
• Over 800 of the world’s leading banks and broker-dealers use our electronic trading platforms to operate the world’s financial market infrastructure.
ION is a rapidly expanding and dynamic group with 13,000 employees and offices in more than 40 cities around the globe.
Our ever-expanding global footprint, cutting edge products, and over 40,000 customers worldwide provide an unparalleled career experience for those who share our vision.
ION is committed to maintaining a supportive and inclusive environment for people with diverse backgrounds and experiences. We respect the varied identities, abilities, cultures, and traditions of the individuals who comprise our organization and recognize the value that different backgrounds and points of view bring to our business.
ION adheres to an equal employment opportunity policy that prohibits discriminatory practices or harassment against applicants or employees based on any legally impermissible factor.
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