Established international firm is seeking a Facilities Administrator with Japanese language skills who is responsible for providing comprehensive administrative and operational support to the Administration and Facilities Management team.
Duties and Responsibilities;
Administrative Management
- Invoice Processing: Handle the processing, verification, and submission of invoices related to facilities services and vendor payments.
- Contract Management: Maintain and manage a repository of all facilities-related contracts and service agreements.
- Certificate of Insurance (COI) Management: Track, manage, and ensure compliance of vendor COI.
- Asset Management: Maintain accurate records for facility assets and inventory.
- Vendor Management: Serve as a point of contact for external vendors, including scheduling, service coordination, and assisting with performance monitoring.
- Head Office Liaison: Coordinate with Head Office for facilities related tasks.
Facility Operations Support
- Emergency Response: Must be on call 24 hours a day for facility emergencies including system irregularities. (shared with Facilities Manager and Assistant Facilities manager).
- Fire Evacuation Team Coordination: Coordinates fire safety training and evacuation drills with our in-house fire safety team. This includes maintaining the team roster and scheduling drills in collaboration with the building management.
- ID Card System Operation: Operates Access ID card system, including issuance, deactivation, data entry for employees and visitors. Generate, and compile reports related to ID card issuance, access control, and system usage.
- Desk Reservation System Operation: Operates the desk reservation system for user setup, data update, and managing reservations.
- Key Management: Responsible for the secure inventory and issuance of all facility keys.
- Facility Manager Assistance: Provide direct administrative and logistical support to the Facility Manager for various projects and daily operations.
- Building Liaison: Coordinate with the building management for event such as fire drills and other items as needed.
Qualifications:
- Minimum of five (5) years recent experience in facility administrative management or related experience.
- Experience in office administration, general affairs, or corporate services is preferred.
- Bilingual oral and written skills on a business level in both English and Japanese (primarily for coordination with Head Office and documentation).
- Excellent organizational, problem-solving, and multi-tasking skills.
- Strong organizational skills and attention to detail, especially in document and contract management.
- Advanced proficiency in Microsoft Excel and experience with relevant management software (e.g., asset management, invoice processing).
- Proficiency in Microsoft Office Suite (Word, PowerPoint).
- Excellent communication and interpersonal skills to interact effectively with vendors, employees, and management.
- Ability to prioritize tasks and manage time effectively in a fast-paced environment.
