Office Manager (M/F/D), Houten

The Role As the Office Manager, you ensure a smooth, welcoming, and efficient office environment by overseeing reception, administration, and facility coordination. You support multiple teams with operational tasks and help maintain a professional workplace. Native-level Japanese language proficiency is required. You are organized, resourceful, and able to manage multiple priorities in a fast-paced technology environment while creating a positive experience for colleagues and visitors.

Your responsibilities will include: Reception&Visitor Management

Welcome visitors and employees, manage sign-in procedures, and ensure a positive first impression

Maintain front desk security and elevate issues when necessary

Handle incoming calls, emails, and correspondence professionally

Office Operations

Manage office supplies, equipment and furniture

Oversee meeting rooms and shared spaces

Maintain office policies and procedures in collaboration with HR or Finance

Support staff-related processes (workspace setup, access cards, keys) in collaboration with HR

Oversee day-to-day smooth operation of the office/building

Facilities&Building Management

Coordinate maintenance, repairs, and inspections (HVAC, electrical, plumbing, elevators)

Manage cleaning, security, waste disposal and pest control

Ensure workplace safety and compliance with local regulations

Actively participate in and co-coordinate emergency procedures (fire drills, evacuation plans, First Aid certification)

Act as the Single Point of Contact (SPOC) for facility-related matters locally (if applicable)

Collaborate on workplace experience, office layouts, seating arrangements and space optimization with local stakeholders

Support moves, expansions or renovations when required

Vendor&Contract Management

Source, negotiate, and manage contracts with local service providers

Monitor vendor performance and service-level agreements (SLAs)

Coordinate with landlords, building/property managers and service companies

Manage renewals and cost control in collaboration with Head of OFF-FACL and/or finance lead

Manage signage, branding and office aesthetics linked to customer experience within brand guidelines

Health, Safety&Compliance

Ensure compliance with health&safety regulations

Conduct risk assessments and safety audits

Manage incident reports and corrective actions

Ensure accessibility standards are met, complying with local regulations

Oversee ergonomics and wellbeing initiatives in collaboration with HR and local regulations

Budgeting&Cost Control

Provide input for local facilities and office budgets

Monitor local expenses and optimize operational costs

Administration of invoices within scope of operation

Travel&Events

Arrange travel bookings for employees

Schedule and organize meetings, local events, and office gatherings, e.g., with catering

Your skills and interest Native-level Japanese language skills are required. You enjoy managing multiple priorities in a fast-paced technology environment that . You are resourceful, highly organized, and take pride in creating a welcoming and well-structured workplace.

Familiarity with office and facility-related administration

Customer service mindset

Strong organization and time-management skills

Excellent verbal and written communication skills in English, additional languages is a plus

A proactive mindset, with the ability to be flexible when required

Proficient knowledge of Microsoft Office (e.g. Word, Excel)

Problem-solving mindset with attention to detail

Confident in interacting with diverse personalities and quick to adapt to changing situations

Experience with or interested in learning vendor management and facility management Strong sense of ownership

Attention to detail and budget-conscious

You must reside in Japan and have full work rights to apply for this role.

What we Offer

Competitive Salary

20 days paid annual leave

Commuting Allowance

Modern office located in central Tokyo (Toranomon)

Up to 2 days working from home

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