Job Description

Internal Process Optimization/Improvement through DX (lead):

• Taking an initiative of our company (digital transformation) to improve internal procedures for cost/time saving
  • Carrying out internal survey to assess our current situation, creating a report of suggestion
  • Taking a lead in implementing measures agreed based on the survey result

Event Organization (lead):

• Planning and organizing internal and external meetings and events as required
• Leading and managing budget of Social Committee for team building activities and positive office culture

Administration (shared):

• Raising purchase requisitions and ensuring timely payments/delivery of goods and services/confirmed goods-in
• Supporting the contracting process
• Vender/customer registration
• Tracking project expenses
• Arranging business trips and processing expense claims for lab managers upon request
• Other ad-hoc matters, such as arranging catering for meetings when required

Planning Office Support (shared):

• Coordinating business travel of VIP guests from Japan
• Providing translations between English and Japanese when required
• Ensuring processes are followed and implemented, and ensuring complies to company’s wider regulation and standards

Office Coordination (shared):

• Ensuring office equipment and facility are maintained, repaired and respected
• Being on-site contact for the facility department ensuring all booked works are carried out as arranged by the facility department
• Maintaining and managing the induction process for new starters
• Assisting with asset audits and ensuring other high-valued items are controlled
• Leading an effort to have more sustainable office
• Being a contact person/IT help/Ad-hoc support for employees using the facility
• Being the main contact for the office for the building management team

Benefits Package

• Market competitive salary and discretionary bonus scheme
• Generous holiday entitlement
• A holiday banking scheme allowing you to bank untaken holiday to use another year
• Group Personal Pension
• Private Medical Insurance
• Employee Assistance Programme available to all employees
• Personal Accident Insurance
• Cycle To Work scheme
• Gym Membership
• Dental Insurance with option to include dependent children
• Health screening
• Dining Card

Required Knowledge, Skills, and Abilities

The ideal candidate will possess the following skills and experience: Proven experience in a secretarial or administrative role. Good skills in Microsoft 365 apps and services. Advanced Excel skills. A good understanding of budget management. Excellent interpersonal skills. Fluent in Japanese and English. Ability to work on own initiative and self-motivated.