Office Manager, Tokyo Japan

About Kinaxis 

キナクシスでキャリアを前進させる新しい挑戦をしてみませんか？当社は技術のエキスパート企業です。しかし、より良い方法を追求する情熱の源泉は、ひとりひとりの従業員です。キナクシスでは皆さんのキャリアアップと専門的な能力開発に真剣に取り組んでおり、従業員を大切にしております。

1984年、私たちはカナダのオタワを拠点とする3人のエンジニアのチームとしてスタートしました。現在、当社は世界中に2,000人を超える従業員を擁し、100か国以上で40,000人を超えるユーザーをサポートするグローバル組織に成長しました。エンドツーエンドのサプライチェーン管理における世界的リーダーとして、当社はあらゆる業界のサプライチェーンの卓越性を実現します。当社は、お客様へのサポート方法の革新と大変革を継続しながら、東京および世界中でチームを拡大しています。

私たちは、セールス、プロフェッショナル サービス、グローバル カスタマーケアのプロフェッショナルで構成されるグローバルチームとして、10年以上にわたり日本での事業展開を続けており、SUBARU、日本光電、ユニリーバなど、日本および世界中のお客様をサポ​​ートしています。

Elevate your career journey by embracing a new challenge with Kinaxis. We are experts in tech, but it’s really our people who give us passion to always seek ways to do things better. As such, we’re serious about your career growth and professional development, because People matter at Kinaxis.    

In 1984, we started out as a team of three engineers based in Ottawa, Canada. Today, we have grown to become a global organization with over 2000 employees around the world, and support 40,000+ users in over 100 countries. As a global leader in end-to-end supply chain management, we enable supply chain excellence for all industries. We are expanding our team in Tokyo and around the world as we continue to innovate and revolutionize how we support our customers.  

As a global team of Sales, Professional Services, and Global Customer Care professionals, we have maintained our presence in Japan for more than a decade and we support customers in Japan and around the world, including Subaru, Nihon Kohden, Unilever, and more.

Location

Tokyo, Japan

Located in the upscale Akasaka area of Tokyo, our office is a short walk from Akasaka-Mitsuke, Akasaka, and Tameikesanno Stations.

About the role

The Office Manager for our Japan office is responsible for delivering a consistent, high‑quality workplace experience by executing global Workplace Experience programs locally. This role ensures the office operates smoothly, safely, and efficiently while supporting employees, leaders, and visitors through strong office management, health & safety oversight, vendor coordination, employee support, and day‑to‑day operations. Acting as the local extension of the global Workplace Experience team, the Office Manager partners closely with regional and global stakeholders to implement standards, support growth, enhance employee engagement, and ensure the Japan office reflects Kinaxis’ culture, values, and commitment to an inspiring, secure, and productive workplace.

What you will do

• 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.

What we are looking for

Primary Skills and Qualifications:

• • 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.

Role Specific Skills and Experience:

• • Demonstrated ability to prioritize workload, work independently using sound judgment and initiative, adapt quickly to changing priorities, and manage multiple tasks with accuracy in a fast‑paced environment.
  • Strong organizational skills and attention to detail, with the agility to manage competing priorities while maintaining high standards of service and follow‑through.
  • Proven ability to operate with a sense of urgency and ownership in an innovation‑driven, dynamic workplace.
  • Strong technology and systems aptitude, with the ability to quickly learn and effectively use workplace platforms, business systems, and operational tools (e.g., ticketing systems, access control, visitor management, space and asset management tools).
  • Comfortable leveraging AI‑enabled tools and automation (such as productivity copilots, intelligent workflows, and data‑driven insights) to improve efficiency, decision‑making, and employee experience.
  • High level of proficiency in Microsoft 365 applications, including Word, Excel, PowerPoint, SharePoint, Teams, and related collaboration tools.
  • Strong problem‑solving skills and the ability to proactively identify operational improvements, streamline processes, and enhance the overall workplace experience.

#Associate #LI-RJ1

Work With Impact: Our platform directly helps companies power the world’s supply chains. We see the results of what we do out in the world every day, when we see store shelves stocked, when medications are available for our loved ones, and so much more.

Work with Fortune 500 Brands: Companies across industries trust us to help them take control of their integrated business planning and digital supply chain. Some of our customers include Lockheed Martin, Yamaha, P&G, Honda, and more.

Social Responsibility at Kinaxis: Our Diversity, Equity, and Inclusion Committee weighs in on hiring practices, talent assessment training materials, and mandatory training on unconscious bias and inclusion fundamentals. Sustainability is key to what we do and we’re committed to a long-term net-zero operations strategy. We are involved in our communities and support causes where we can make the most impact.

People matter at Kinaxis and these are some of the perks and benefits we created for our team:

• 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

For more information, visit the Kinaxis website at www.kinaxis.com or the company’s blog at http://blog.kinaxis.com.

Kinaxis welcomes candidates to apply to our inclusive community. We provide accommodations upon request to ensure fairness and accessibility throughout our recruitment process for all candidates, including those with specific needs or disabilities. If you require an accommodation, please reach out to us at recruitmentprograms@kinaxis.com. Please note that this contact information is strictly for accessibility requests and cannot be used to inquire about application statuses.

Kinaxis is committed to ensuring a fair and transparent recruitment process. We use artificial intelligence (AI) tools in the initial step of the recruitment process to compare submitted resumes against the job description to identify candidates whose education, experience, and skills most closely match the requirements of the role. After the initial screening, all subsequent decisions regarding your application, including final selection, are made by our human recruitment team. AI does not make any final hiring decisions.