Mayer Brown

Office Manager

Job Post Information* : Posted Date 2 months ago(12/7/2022 9:09 PM)
ID
2022-4766
# of Positions
1
Pos. Category
Administration - Office Manager
Office Location
Tokyo
Pos. Type
Regular Full Time

Overview

Mayer Brown is a leading global law firm with offices in 26 key business centres across the Americas, Asia, Europe and the Middle East. With approximately 200 lawyers in each of the world’s three largest financial centres — New York, London and Hong Kong — we are uniquely positioned to advise leading companies and financial institutions on their most complex legal needs. We have deep experience in high-stakes litigation and complex transactions across industry sectors, including our signature strength, the global financial services industry.

 

We are a collegial, collaborative and diverse firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support and development they need to grow, thrive and realise their greatest potential. We also encourage all our people to use their skills to support the wider community through our pro bono and community volunteering programmes. At Mayer Brown the principles of mutual respect, dignity and understanding are central to the way we work and help to provide an environment where diversity and inclusion are embraced.

Responsibilities

  • Ensure accurate delivery of administration services on a timely basis, as well as facilitate day to day operation
  • Seek ways to develop and improve office administration operations and processes
  • Work closely with Administration & Facilities, HR and IT teams in Asia and the Accounting and Risk teams in London to ensure effective operations for Tokyo, sharing of ideas and best practices; to liaise with the relevant Director/Support Head and Tokyo OMP as needed to address any issues that may arise
  • Lead or assist projects as required and drive regional initiatives
  • Administrative responsibilities include such tasks as, dealing with enquiries, filing, liaising with 3rd party vendor, maintaining supplier contracts
  • General accounting responsibilities include such tasks as issuing cheques as required, review and approval of invoices prior to passing for payment, reconciliation of local petty cash following the Firm's procedures, assisting with annual budget preparation and tax submissions; maintain all local accounting records in a good orderly filing system.
  • Project management responsibility such as coordinating office moves
  • Coordinate with landlord and office building management for any activities related to office lease
  • Monitor and maintain office supplies; Ensure office equipment is properly maintained and serviced
  • Provide HR related assistance such as recruitment administration including sourcing temps, visa applications, employee tenancy agreements and other employee benefits administration, Japanese bar registrations, maintaining absence records, secondment coordination and onboarding/offboarding logistics; to report any employee welfare or employee relations issues to the HR team in Hong Kong and/or Tokyo OMP
  • Prepare local monthly payroll for approval by the Director of Human Resources working with the outsourced payroll provider and the HR team in Hong Kong
  • Develop and maintain the Tokyo Office HR/Office handbook and update policies as necessary once approved by the relevant Director or Tokyo OMP
  • Provide company compliance assistance, such as company legislation documentations and contracts
  • Manage business continuity for the Tokyo office following Mayer Brown's business continuity processes and procedures; maintaining all associated records
  • Health and safety management for the Tokyo office including maintaining all records, employee induction and ensuring risk assessments are completed
  • Organizing couriers and taxis as needed
  • Translate documents from Japanese to English (or vice versa) and coordinate translation services with an external provider as needed
  • Provide management information reporting when requested

Qualifications / Person Specification

  • Educated to degree level or equivalent 
  • Solid experience in office management, HR related work, administrative and basic accounting, ideally gained within a law firm or professional services environment.
  • Fluent in English and Japanese (spoken and written)
  • Highly proficient in the MS Office suite of offerings
  • Flexible and enthusiastic approach to team work
  • Excellent telephone manner
  • Adaptable and flexible
  • Self-starter, ability to use initiative and provide pro-active support
  • Ability to pay attention to detail and check own work
  • Reliable and well organised
  • Ability to work under pressure, prioritise and multitask
  • Confidence to deal with internal and external clients

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