Fund Services.Office Manager

The Role

The Office Manager will take ownership of the office environment, ensuring that it remains professional, efficient and well organised as the team grows.

This is a hands-on position covering reception, facilities, pantry and office supplies, general administration and coordination with the firm’s regional and international offices. The successful candidate will be comfortable managing daily operational details while anticipating the requirements of a growing office.

Key Responsibilities

Office and Facilities Management

•            Manage the daily operations and general upkeep of the Toranomon office.

•            Ensure that the reception, meeting rooms, pantry and shared areas remain professional, organised and appropriately stocked.

•            Manage office supplies, pantry items, sundries, equipment and other workplace requirements.

•            Coordinate with the building management, contractors and external vendors regarding maintenance, repairs, cleaning, security and office services.

•            Support workspace planning and office arrangements as headcount increases.

•            Maintain relevant office records, vendor contracts and administrative documentation.

•            Monitor office-related expenditure and assist with invoice processing and budget tracking.

Reception and Administrative Support

•            Welcome visitors and provide a professional first point of contact for the Tokyo office.

•            Manage incoming calls, correspondence, deliveries and couriers.

•            Coordinate meeting rooms, refreshments and logistical arrangements for internal and external meetings.

•            Provide general administrative and coordination support to the local management team and employees.

•            Assist with travel arrangements, corporate events, employee activities and visiting colleagues when required.

•            Handle confidential company and employee information with appropriate discretion.

Employee and Cross-Border Coordination

•            Support the practical office arrangements required for new joiners, including workstations, access passes, equipment and introductory office information.

•            Liaise with internal stakeholders across Japan and the firm’s other international offices.

•            Coordinate administrative matters involving multiple offices, time zones and jurisdictions.

•            Work closely with functions such as Human Resources, Finance, IT, Compliance and Operations to support local office requirements.

•            Help establish consistent office procedures and improve administrative processes as the Tokyo team expands.

Candidate Profile

•            Prior experience in office management, facilities coordination, administration, workplace operations or a related position.

•            Experience supporting a growing office or working within an international organisation would be advantageous.

•            Professional-level Japanese proficiency, including the ability to communicate effectively with local vendors, building management and Japanese-speaking stakeholders.

•            Business-level English proficiency, with the ability to coordinate confidently with colleagues in international offices.

•            Strong organisational skills with the ability to manage multiple priorities and follow through on operational matters.

•            Proactive and hands-on approach, with the ability to identify office requirements before they become operational issues.

•            Professional, approachable and service-oriented manner.

•            Strong attention to detail and a high level of discretion.

•            Comfortable working independently while collaborating across different functions and jurisdictions.

•            Proficiency in Microsoft Office and familiarity with common workplace and administrative systems.

Preferred Experience

•            Experience within financial services, fund administration, asset management, professional services or another regulated international environment.

•            Experience supporting office expansion, relocation, fit-out or headcount growth.

•            Familiarity with vendor management, invoice coordination and office budget administration