Business Services Coordinator (Part-Time)

Job Title: Business Service Coordinator (Part-Time)
Location: Japan
Recruiter contact: Maggie Chan

Key responsibilities:

Office Management
• Manage front-of-house, phone line, greeting visitors
• Manage cleanliness and up keep of the office. Ensure that all areas are clean, presentable, and ready for use.
• Manage and coordinate office services and repairs to facilities within the office
• Manage office vendors and ensure that there is sufficient stationary, office, and other supplies
• Liaison with office management on matters such as lease renewal and ongoing tenancy matters

Office Administration
• Responsible for overseeing office systems, processes and procedures including audit document management and quality control systems to comply with Mott MacDonald

MacDonald quality system, and Japan legislative requirements.
• Coordinate and distribute communications to the office e.g., weekly newsletters, keeping staff informed on all operational issues
• Coordinate the on-boarding and inducting of new staff and contractors, ensuring compliance with HR and business management systems processes
• Providing Finance support for the Japan office - expense claims/reconciliation, invoices and accounts payable in close coordination with Unit Finance Support team in Thailand and accounting team in Singapore.

Supporting our People
• Organise domestic and international travel and/or accommodation for individuals in and out of location
• Organise and coordinate events such as workshops, conferences, client meetings and functions.
• Support Country Manager’s day to day work as required. This is including, but not limited to, organising diaries, report and meeting preparation and presentations.
• Ad hoc duties as required by line manager, wider unit Administration team and project teams.

Requirements:

• Degree qualified or equivalent with track record of relevant professional work experience.
• 3-5 years of experience as an executive/administrative assistant supporting an executive and a dynamic team.
• Strong and efficient written and verbal communication skills in both Japanese and English are a must.
• High attention to detail, applies good judgement to determine priorities and organise workload.
• Requires limited supervision, collaborates internal and externally
• Demonstrates a clear sense of accountability for their own work.

Equality, diversity and inclusion

We put equality, diversity and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.

Agile working

At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team and personal commitments. We embrace agility, flexibility and trust.