Office Administrator

Job Description

Job Title: Office Administrator

Location: Tokyo, Japan (Onsite)

Salary: 4,131,500.00 JPY + depending on experience

What you’ll be doing:

• Act as first point of contact by managing reception duties, handling calls, and scheduling appointments
• Provide administrative support to the Office Manager, staff, and visitors
• Manage office supplies, IT equipment, invoices, and budgets
• Support translation between English and Japanese when required
• Assist in maintaining compliance with security, safety, health, environmental, and export control requirements
• Contribute to the creation and upkeep of business continuity plans and office administration processes
• Maintain accurate employee records in line with Japanese legislation and data protection standards
• Play an active role in establishing the new office, including undertaking ad hoc tasks as needed
• Ensure the office environment remains tidy and welcoming, including light cleaning of shared spaces and meeting rooms, replenishing supplies, and maintaining coffee and refreshment facilities for staff and visitors

Your skills and experiences:

• Fluent in written and spoken English and Japanese
• Proven experience delivering high-quality customer service in a professional environment
• Practical experience in office administration and support
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint)

The AIR GCAP Team:

You will be part of the AIR GCAP Team for the Tempest programme, working in a dynamic, international environment. The Global Combat Air Programme (GCAP) is a collaboration between BAE Systems (UK) and international partners Mitsubishi Heavy Industries (Japan) and Leonardo (Italy). In this role, you will maintain smooth office operations, ensuring compliance with security, business continuity, safety, health and environment (SHE) regulations, export control, and document retention standards. You will provide administrative support to BAE Systems Air Japan Directors, General Managers, and visiting colleagues, managing meetings and travel arrangements, welcoming guests, and helping to ensure a professional and well-organised office environment.

Why BAE Systems?

This is a place where you’ll be able to make a real difference. You’ll be part of an inclusive culture that values diversity of thought, rewards integrity, and merit, and where you’ll be empowered to fulfil your potential. We welcome people from all backgrounds and want to make sure that our recruitment processes are as inclusive as possible. If you have a disability or health condition (for example dyslexia, autism, an anxiety disorder etc.) that may affect your performance in certain assessment types, please speak to your recruiter about potential reasonable adjustments.

Please be aware that many roles at BAE Systems are subject to both security and export control restrictions. These restrictions mean that factors such as your nationality, any nationalities you may have previously held, and your place of birth can restrict the roles you are eligible to perform within the organisation. All applicants must as a minimum achieve Baseline Personnel Security Standard. Many roles also require higher levels of National Security Vetting.

Closing Date: 19th February 2026

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.

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