Administrator, Administration

About the role

CITIC CLSA is looking for an Administrator, Administration in Tokyo. The role covers day-to-day office administration, including handling enquiries, managing office access, coordinating supplies and supporting senior management.

Key responsibilities

• Handle telephone inquiries, coordinate deliveries and manage postal correspondence.
• Manage office access, access card issuance and logs.
• Coordinate procurement and inventory for office and pantry supplies and facilities.
• Assist with vendor relations and invoice processing.
• Maintain pantry, meeting rooms, vacant workstations and seating charts.
• Maintain office records and administrative documentation.
• Coordinate travel arrangements and travel insurance reporting.
• Manage VIP guest requests such as transportation, hotel and dining.
• Support senior management with expenses and scheduling, and arrange issuance and termination of corporate cards.
• Support and execute facility projects (relocations, renovations, maintenance, cleaning) and work closely with the building management company.
• Assist with Business Continuity Planning (BCP) tasks and plan and run office events such as year-end activities.
• Perform ad hoc administrative duties as required.

Required profile

• Degree holder in any discipline.
• Minimum 2+ years of relevant experience in administrative functions, preferably in a financial or multinational company.
• Native-level Japanese and business-level or higher English.
• Strong organizational skills, attention to detail, time management and flexibility for ad hoc assignments.
• Discretion, confidentiality, dependability and strong interpersonal skills.

Required skills

• Proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint).