Office Manager

Kinaxis

Office Manager responsible for smooth daily operations and supporting employees at Kinaxis Tokyo office. Overseeing office management, vendor coordination, and maintaining a welcoming workplace.

Posted 6/30/2026full-timeTokyo • 🇯🇵 JapanMid-LevelSeniorWebsite

Tech Stack

Tools & technologies

ServiceNow

About the role

Key responsibilities & impact

Manage the day‑to‑day operation of the Japan office to ensure a safe, well‑maintained, and welcoming workplace experience aligned with Kinaxis standards and employee expectations.
Oversee office administration activities, including managing office supplies and equipment, coordinating mail and deliveries, and maintaining overall office organization, cleanliness, and readiness for daily use.
Own local facility management activities, including coordination of maintenance, repairs, and preventative services to ensure the office remains fully functional and employee‑ready.
Serve as the primary point of contact for building management and the landlord, coordinating activities such as fire drills, power outages, access coordination, parking, and other building‑related matters.
Coordinate and manage external vendors and service providers (e.g., cleaning, maintenance, security, waste management, utilities) to support consistent office operations and service quality.
Manage the local office budget and related expenses in partnership with Global Workplace Experience and Finance, identifying cost‑effective solutions while maintaining service standards.
Act as a key liaison between employees, local leadership, and Workplace Experience, responding to day‑to‑day inquiries, resolving issues, and escalating risks or gaps as appropriate.
Support employee experience initiatives locally, including onboarding and offboarding coordination, emergency preparedness activities, environmental, health & safety initiatives, and fitness & nutrition programs.
Provide onsite support for visitors and customers, including coordinating access, parking, wayfinding, meeting room setup, and day‑of visit logistics.
Manage security access requests locally, including badge programming, visitor passes, and coordination of access schedules for employees and guests.
Own and manage facilities-related ServiceNow tickets for the Japan office, ensuring timely response, resolution, and communication with stakeholders.
Support local all-staff events and meetings hosted in the office, including space setup, vendor coordination, and post‑event reset as required.
Identify opportunities to improve workplace experience, processes, and service delivery, sharing feedback and insights with the global Workplace Experience team.

Requirements

What you’ll need

Bachelor’s degree preferred in Business Administration, Office Management, Facilities Management, or a related discipline; an equivalent combination of education and relevant professional experience will also be considered.
3–5 years of progressive experience in office management, workplace operations, facilities coordination, or a similar role supporting employees and leaders in a professional office environment.
Proven experience supporting day‑to‑day office operations, including executive and office administration, employee onboarding and offboarding coordination, vendor and facility services, and adherence to established workplace standards and best practices.
Strong written and verbal communication skills, with the ability to effectively engage with employees, leadership, vendors, landlords, and visitors.
Fluency in Japanese and English, both written and verbal, required.

Benefits

Comp & perks

Flexible vacation and Kinaxis Days (company-wide day off on the third Friday of every month)
Flexible work options
Physical and mental well-being programs
Regularly scheduled virtual fitness classes
Mentorship programs, training, and career development
Recognition programs and referral rewards
Hackathons

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

Office AdministrationFacilities ManagementEmployee OnboardingServiceNow Ticket ManagementHealth & Safety Initiatives

Soft Skills

Strong Communication SkillsProblem-SolvingInterpersonal Skills