[General Position Summary]

Wieden+Kennedy believes that each team member makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities outlined in a job description. Therefore, this job description is designed to outline primary duties, qualifications, and job scope, but not limit the employee or the organisation to just the work identified. It is our expectation that each team member will offer their services wherever and whenever necessary to ensure the success of our endeavours and to pursue individual career growth.

The Office Manager has the opportunity to be at the centre of our agency and will oversee the operation of our office in order to ensure organisational effectiveness, efficiency, and safety. The Office Manager is responsible for developing office protocols, streamlining administrative procedures, improving the workability of the office space, office supply controls, day to day running of the office.

The successful office manager is an energetic professional who doesn’t mind wearing multiple hats. Experienced in handling a wide range of duties, a natural problem solver and has the ability to work independently with little or no supervision. Well organised, flexible, and enjoys the administrative challenges of supporting an office of diverse people.

[Major Responsibilities/Primary Functions]

Create a smooth business operation by handling and administering office facilities
Ownership of office services such as courier, printing office supplies etc. + supporting departments on such tasks where required
Oversight of meeting room spaces + booking management
Manage relationships and liaise with partner suppliers and contractors for Office building + Environmental Services (Housekeeping/ Pest Control/ Linen / Waste Management)
Oversee office space and its organisation and overall tidiness, equipment, suppliers, renovation, furniture maintenance by effectively utilizing of resources
Administer company policies relating to office maintenance and ensure adherence to company administrative procedures
Ensure procurement and utilization of company assets in a cost-effective way
Oversee programs relating to the maintenance of the office (both interior and exterior when required)
Create ideas to maximise the use of office space and to introduce new concepts in the design of our office space
Project manage office renovations and redesign
Disposal and maintain company assets in accordance to company policies
Manage and forecast office admin budget
Support the facilitation of company events (i.e. all-agency meetings, happy hours, offsites)
Own our travel booking process alongside our partner travel agency and global travel team
Other ad-hoc projects

[Qualifications, Distinguishing Characteristics and Special Requirements]

Native Japanese and business level English is a required
Exceptional written and verbal communication skills with the ability to communicate with all levels of employees in Japanese and English
Excellent customer service skills, internally and externally
Proficient in Microsoft Excel, PowerPoint, Word, Gmail and Google Apps (Docs, Sheets and Forms)
Highly organised with a keen sense of attention to detail
Ability to creatively problem solve
Ability to work successfully within a team as well as independently on projects
Establish and maintain relationships within the team as well as with those in the agency
Ability to maintain confidentiality
Ability to multitask and work in a fast-paced environment
Ability to interact with internal and external clients/customers at a variety of levels and across functions
A proven track record of gaining trust and respect by consistently demonstrating sound critical-thinking skills and maintaining composure in stressful situations
Closing Statements

Wieden+Kennedy is looking for people that relish freedom, diversity and growth. If that sounds like you, we would love for you to apply even if you don’t check every box of the qualifications.

Wieden+Kennedy believes that each team member makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities outlined in a job description. Therefore, this job description is designed to outline primary duties, qualifications, and job scope, but not limit the employee or the organization to just the work identified. It is our expectation that each team member will offer their services wherever and whenever necessary to ensure the success of our endeavors and to pursue individual career growth.