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