The Administrative Officer is responsible for, but not limited to, the following:
General
- Coordinate office activities in compliance with the company policies.
- Communicate closely with person in charge of 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 (mails, 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 plat form and staff directory.
- Translate Japanese-English for documents/notices issued by Tokyo Head Office.
- Coordinate and arrange guest visit, such as hotel bookings, restaurant bookings, transportation, scheduling and arranging appointments with clients/consultants.
- Coordinate business trip itineraries, travel, visas, insurance, accommodation, data roaming etc.
- Arrange seasonal greeting card and client celebrations.
- Manage Department News and Announcements via APRHQ's web portal.
- Create internal newsletter every quarter.
- Coordinate and arrange for new and transferred expatriates.
- Apply for reimbursement of entertainment, conference expenses etc.
RHQ Public Relations
- Liaise to Tokyo Head Office, group companies and other offices.
- Prepare and coordinate to procedure PR documents (mainly internal)
- Arrangement for national staff to register with the HQ system.
Minimum Qualifications/ Job Experience:
- Bachelor qualifications.
- At least 3 years of relevant working experience.
- Business level Japanese skill of at least JLPT N1 or equivalent is necessary as the incumbent will be required to communicate and collaborate with counterparts in Japan, Tokyo Head Office.
- Business communication level of English language fluency.
- Strong time management skills with exceptional attention to detail and ability to manage multiple tasks at one time
