Workplace Experience Coordinator

Your role
As the Workplace Experience Coordinator for Japan, you'll serve as the operational backbone of our Japan business, providing executive support to the Japan Country Manager while ensuring the smooth day-to-day operation of our Tokyo office.

You'll coordinate office operations, manage administrative processes, support internal meetings and events, and act as a key liaison between our Japan team and global departments, including Finance, Workplace Experience, IT, and People Operations. This role is ideal for someone who thrives on organization, enjoys wearing multiple hats, and takes pride in creating an exceptional employee and customer experience.

This position reports to our Japan Country Manager, and is based in our Tokyo office.

What you'll do

• Provide executive administrative support, including complex calendar management, meeting coordination, travel arrangements, and expense reporting.
• Coordinate day-to-day office operations to ensure the Tokyo office runs efficiently and professionally.
• Manage office vendors, supplies, deliveries, facilities requests, and service providers.
• Manage local vendor invoicing and purchasing processes, including coordinating invoice submission, approvals, and payment tracking with Finance.
• Process purchase requests, expense documentation, and other administrative transactions with accuracy and attention to detail.
• Serve as the primary point of contact for office visitors, customers, and external partners.
• Coordinate internal meetings, leadership visits, customer meetings, and office events, including room setup, catering, logistics, and A/V support.
• Partner with global Workplace Experience, IT, Finance, and People teams to support office operations and employee needs.
• Assist with onboarding logistics for new hires, including workspace preparation, equipment coordination, and office orientation.
• Maintain office documentation, administrative records, and local operational trackers.
• Support document preparation, translations, presentations, and meeting materials as needed.
• Handle sensitive business and employee information with the highest level of confidentiality.
• Identify opportunities to improve administrative processes and create greater operational efficiency for the Japan organization.

Skills you'll bring

• Experience supporting senior executives in an Executive Assistant, Office Manager, Administrative Coordinator, or similar role.
• Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities simultaneously.
• Business-level fluency in both Japanese and English (written and verbal), with the ability to communicate professionally across local and global teams.
• Excellent interpersonal and communication skills with a customer-service mindset.
• Comfortable working independently while partnering across global, cross-functional teams.
• Experience coordinating vendors, facilities, office operations, and administrative processes.
• Proficiency with Google Workspace (Docs, Sheets, Slides, Calendar) and Microsoft Office; experience with expense management or finance systems is a plus.
• Strong judgment and discretion when handling confidential and sensitive information.
• Resourceful, proactive, and able to anticipate needs before they arise.
• Adaptable and excited to help build and support a fast-growing global business.