This role offers a unique opportunity to work in an international setting. Directly under the Facilities Manager, you focus on a wide variety of responsibilities. It is your responsibility to ensure that the business can continue by supporting on facilities, operational and administrative support.
If you are aiming for a divers job with a fine balance between operational & administrative tasks, this is the perfect opportunity for you! You are the first point of contact for visitors by phone or when they visit the office. You also manage the office facility, office storage supplies, and canteen area. Also you provide crucial support to the Management Board (fluent Japanese & English is crucial).
[Facilities]
Assist with basic building and premises maintenance matters
Responsible for stationary & office supplies; among others business cards & Japanese stationary
Assist with food & beverages for client meetings, social gatherings and other company events
Provide support to (former) expats and related administration
Responsible for the office item registrations
Handling archive administration
Maintain organization chart & telephone list
[Customer support]
Welcoming visitors & clients in a professional matter
Receive guests from Head Office and other Branches, including necessary arrangements
First point of contact on Mizuho's central telephone line
General reception work to provide excellent customer service
[Office Administration]
Responsible for the corporate credit card administration
Processing incoming & outgoing courier/postal services
Daily distribution of incoming newspapers, postal mail & incoming fax
Support with regular reporting to Head Office for facilities
Arrange the annual KLM Health check for employees
[Management Support]
Assist Management Board & the Executive Director HR&FM with business trip arrangements & related administration
Assist with meeting arrangements for internal and external meetings
Arranging availability of meeting rooms for Management meetings
First point of contact for our travel agency and hotel bookings
In coordination with the Corporate Secretary assist with Supervisory Board meeting preparations and meeting materials
Process/forward content of Management Board members documents tray on a regular basis
Arrange a driver for Management upon request
Support high profile visitors/internal employees with visit/travel arrangements.
[Desired skills and experience]
Representative attitude and presence
Customer Service – Service minded, customer first attitude, representative
Communication – Ability to effectively communicate both verbally and in writing
Problem Solving – Able to proactive provide pragmatic solutions
Planning and organizational skills
Excellent Japanese and English verbal and written skills is mandatory
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