Do you love keeping things organised, people supported – and the office running like clockwork?
We’re looking for a part-time Office Administrator (16–20 hours per week) to be the backbone of our Tokyo studio – someone who can balance efficiency, warmth, and attention to detail to keep our team operating at its best.
In this role, you’ll manage day-to-day office needs, coordinate meetings and events, handle communications, and keep our space welcoming for staff and visitors alike. You’ll work closely with colleagues at all levels and provide support across departments, making this a role with variety and real impact.
This is an ideal opportunity for someone who’s proactive, reliable, and thrives in a fast-paced, multicultural environment – but who’s also looking for a flexible, part-time schedule.
Key Responsibilities:
- Office & Supplies Management: Keep the office stocked, tidy, and running smoothly. Order and replenish supplies as needed.
- Meeting Coordination: Schedule and organise meetings, book rooms, prepare agendas, take minutes, and manage calendars.
- Communication Handling: Process incoming and outgoing mail, emails, and calls promptly and accurately.
- Reception & Visitor Care: Greet visitors and clients, answer phones, and create a welcoming atmosphere.
- Document & File Management: Prepare and distribute documents, reports, and presentations. Maintain up-to-date filing systems (digital and physical).
- Translation Support: Translate documents and communications between Japanese and English to ensure clarity and accuracy.
- Vendor Liaison: Work with service providers to arrange repairs, maintenance, and other office needs.
- Event Support: Assist with planning and running company events, meetings, and team-building activities.
- Health & Safety: Maintain emergency supplies, coordinate drills, and liaise with building management on safety procedures.
- Sustainability Support: Promote eco-friendly practices and waste-reduction initiatives in the office.
- General Admin: Provide support to admin, HR, finance, and other departments as needed.
What You’ll Bring:
- 3+ years’ experience in a busy administration role (creative or media experience is a plus).
- Business-level Japanese (written and spoken) and strong English skills; other languages a bonus.
- Excellent organisational, multitasking, and communication skills.
- Proficiency with Google Workspace (Gmail, Drive, Docs, Sheets, etc.).
- A proactive, solutions-focused mindset and the ability to anticipate needs.
- Strong attention to detail and commitment to high-quality work.
- A calm, adaptable approach in a multicultural, fast-moving environment.
Support the team, keep the office humming – and make every day run that bit smoother.
