(A) Job Summary:
Assist the Building Department in all related works.
(B) Essential Job Functions:
The Administrative Officer is responsible for, but not limited to, the following:
General
- Coordinate office activities in compliance with company policies.
- Communicate closely with the person in charge of the Building Department to assist his/her work.
Office Administration
- Support office administration functions, such as ordering office supplies (eg stationery/name cards)
- Manage the control of documents (mail, letters, packages, etc.) delivered to the department including the disposal.
- Manage arrangements of meeting rooms.
- Organise company vehicles/drivers schedules.
Department/Unit Work
- Participate in routine and ad-hoc meetings that aim to improve the efficiency and effectiveness of the unit and/or department.
- Provide department information, such as annual event schedule, weekly regular meeting table, leave platform, and staff directory.
- Translate Japanese-English for documents/notices issued by the Tokyo Head Office.
- Coordinate and arrange guest visits, such as hotel and restaurant bookings, transportation, scheduling, and appointments with clients/consultants.
- Coordinate business trip itineraries, travel, visas, insurance, accommodation, data roaming, etc.
- Arrange seasonal greeting cards and client celebrations.
- Manage Department News and Announcements via APRHQ's web portal.
- Create an internal newsletter every quarter.
- Coordinate and arrange for new and transferred expatriates.
- Apply for reimbursement of entertainment, conference expenses, etc.
RHQ Public Relations
- Liaise with the Tokyo Head Office, group companies, and other offices.
- Prepare and coordinate procedure PR documents (mainly internal)
- Arrangement for national staff to register with the HQ system.
(C) Minimum Qualifications/ Job Experience:
- Bachelor qualifications.
- At least 3 years of relevant working experience.
- Business-level Japanese skills of at least JLPT N1 or equivalent are necessary as the incumbent will be required to communicate and collaborate with counterparts in Japan, such as the Tokyo Head Office.
- Business communication level of English language fluency.
- Prior experience in working in the construction industry is preferred.
(D) Knowledge/ Skills/ Abilities:
- Excellent verbal and written communication skills.
- Strong time management skills with exceptional attention to detail and ability to manage multiple tasks at one time
- Proficient in MS Office
- Attention to detail.
