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Office Manager

Millennium Management LLC Tokyo, Japan
Posted 5 days ago Permanent Competitive
Office Manager
Office Manager

Millennium is looking for an Office Manager to manage the day-to-day operations in our Tokyo Office. They will be responsible for all office services, managing the facilities and administrative staff, including Reception and Portfolio Manager Business Support, mail and delivery services, purchasing and vendor management. The ideal candidate will be responsible for building solid relationships both internally and externally with employees and vendors.

Job Function Summary
  • Takes a leadership role in providing cross-functional representation for CSRE
  • Proactively drive corporate real estate planning and execution, including capacity projection and space allocation for the portfolio to align to corporate real estate goals with boarder business objectives
  • Ensures the CSRE operations remain in compliance with company processes and policies (in particular: Legal, Compliance, Risk, Finance, Procurement etc)
  • Oversee and implement functional Business Continuity Planning and safety and emergency preparedness procedures with employees
  • Lead and deliver projects (i.e. capital and churns) through deployment, identifying schedules, scopes, budget estimations, and project implementation plans, including risk mitigation
  • Ensure the delivery of facilities management services to a high standard. Identify opportunities that will continuously improve all aspects of FM operations.
  • Ownership of Building/Vendor relationships and deliverables - represents the company with landlords, building/property management, vendors and other corporate groups
  • Ensures the portfolio is effectively managed by a combination of vendors and staff resources
  • Pursues cohesive partnering relationships with Information Technology, Procurement & Vendor Management, Finance, Security etc providing cross-functional representation for CSRE in country
  • Measure work environment efficiency and effectiveness to identify and develop opportunities for workplace improvement on processes, systems and overall client satisfaction
  • Liase with Building Management on escalated issues and follow-up with internal stakeholders
  • Provides input to the annual budget planning process relating to projects, maintenance, renewals and accountable for managing the approved Corporate Services and Real Estate Budget
  • Accountable for resource planning - coordinates multiple and/or competing activities and assignments for efficient use of time and resources
  • Action and follow through to internal and external customer questions and/or complaints about services, and policies and procedures
  • Manage firm events in following aspects: location, menu, invitations, RSVP management, furniture etc
  • Ad-hoc general Corporate Services and Real Estate related projects

Qualifications/Skills Required
  • A degree-level qualification in Real Estate Management/Facilities Management or related field would be advantageous, but is by no means essential
  • Solid and demonstrable track record of working in an international team, and managing multiple projects, delivering to business expectations and maintaining a high level of service
  • Good Facility Management experiences and/or strong M&E background is a plus
  • Experience with workplace strategy solutions and workplace trends
  • Possesses a high degree of initiative, tact, strategic thinking, relationship building, and leadership.
    Ability to build rapport with employees in order to accurately assess facilities issues
  • A team player who is respectful and supports/ communicates constructively
  • Must be able to work a flexible schedule as the business demands (nights, weekends.)
  • Able to prioritize in a fast moving, high pressure, constantly changing environment; high sense of urgency
  • Energetic and detail-oriented with a professional service-oriented demeanor
  • Mandatory to have proficiency in spoken & written English and Japanese
  • An analytical mindset with problem-solving skills
Job ID  REQ-21539
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