Office Administrator

Position Overview:

We are looking for an Office Administrator who is passionate about playing various roles in a small, growing organization. The candidate must be highly motivated, extremely organized, team-oriented, and possess outstanding communication skills.

This position will report to our Country Manager with a dotted line to our Director, Facilities, partnering closely and collaboratively with internal stakeholders in Tokyo, as well as, HR/Legal/Finance/IT teams.

Job Responsibilities:

• Answer phone calls and greet visitors
• Monitor office supplies inventory and place orders. This includes putting food and snacks on the shelf when delivered.
• Keep the office clean and neat
• Interact with the cleaning person and plant coordinators when they come into the office.
• Partner with our Facilities team on any office maintenance requirements
• Process invoices for the Japan office in our Coupa system
• Arrange office events and co-ordinate attendees, meeting rooms, refreshments etc. and liaise with IT to ensure all tech requirements are set up for the event/meeting
• Support the Country Manager with organization of QBRs/All Hand meetings
• Support the Country Manager with processing their expenses and offering diary management assistance
• Arrange any business travel requirements for the Japan team, including booking flights, hotels, taxis etc.
• Liaise with Total Reward to arrange our employee medical checks
• Update the Admin portal site
• Assist with On-boarding and off-boarding of employees. This includes, but is not limited to, collecting company laptops, office entrance cards from employees leaving the company, and preparing office entrance cards for new hires
• Receive laptops returned by leavers and wipe them under guidance from IT.
• Arrange laptop for new starters from the in-house inventory
• Maintain the IT inventory list for Japan office
• Report how many days each employee spent in the office each month and submit to BPM for calculation and processing
• Report all staff overtime hours to BPM for processing
• Request and stamp company seal for certain documents. Affix the company seal when receiving the seal application raised by employees
• Forward certain documents to BPM upon receipt (Social insurance, Benefit payments etc)
• Submit the agreement notification to the Labor Standards Office in May every year
• Go to the Legal Affairs Bureau to pick up the seal registration certificate and other documents when required
• Partner with our facilities team and support with communicating with Nomura real estate for office lease matters
• Other office work, when necessary

Qualifications/Experience:

• Proven experience as a general office administrator
• Highly organized and flexible
• Ability to multitask considering priorities
• Must be self-directed and able to grasp new ideas quickly
• Maintains staff confidentiality
• Proficiency in Google Apps (Docs, Sheets, and Slides) and Microsoft Excel

Special conditions

• Japanese: Native fluency
• English: Business (oral and written)
• 100% work from office

About Brightcove

Brightcove is a diverse, global team of smart, passionate people who are revolutionizing the way organizations deliver video. We’re hyped up about storytelling, and about helping organizations reach their audiences in bold and innovative ways. When video is done right, it can have a powerful and lasting effect. Hearts open. Minds change.

Since 2004, Brightcove has been supporting customers that are some of the largest media companies, enterprises, events, and non-profit organizations in the world. There are over 600 Brightcovers globally, each of us representing our unique talents and we have built a culture that values authenticity, individual empowerment, excellence and collaboration. This culture enables us to harness the incredible power of video and create an environment where you will want to grow, stay and thrive. Bottom line: We take our video seriously, and we take great pride in doing it as #oneteam.

Working at Brightcove

As the undisputed global leader in powering premium video for our customers, Brightcove recruits and retains highly qualified and motivated individuals, creating an environment where people can innovate and achieve their best, and we reward them for their performance by giving them the opportunity to share in the company’s success. We offer competitive benefits and compensation packages.

Our Tokyo office is located at PMO Tamachi 9th floor, 5-31-17 Shiba, Minato-ku, Tokyo 108-0014, within a 3 minute walking distance from JR TAMACHI station and Toei Mita/Asakusa line MITA station.

If you've gotten all the way to the bottom of this description, thank you for your interest in Brightcove! If this role sounds like something that is exciting to you please don't hesitate to apply, even if you don't meet all of our qualifications. We recognize that no candidate is perfect and Brightcove would love to have the chance to get to know you.

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace.

Please note that while this job description is an accurate description of the role, it is also subject to change during the course of this search.

Please submit your resume in English to apply for this role

#LI-AO