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Primary Purpose / Regulatory Responsibilities:The General Affairs Manager will oversee a broad spectrum of general affairs functions at the Shinjuku office. This role involves managing office facilities, promoting employee health, safety, and well-being, and proactively handling vendor relationships, issue resolution, and continuous improvement efforts. The manager will also drive business continuity planning (BCP) and sustainability initiatives. This position requires both hands-on management of daily operations and strategic leadership, including problem-solving, stakeholder engagement, and addressing employee concerns effectively. Responsibilities include developing and refining policies and processes, ensuring compliance with legal and internal regulations aligned with business objectives and employee experience.Key ResponsibilitiesFacility Management at Shinjuku Office:•Lead all aspects of facility operations to maintain a safe, efficient, and comfortable workplace.•Oversee office layout planning, equipment maintenance, and cleanliness standards.•Develop and enhance systems for managing mail and delivery services.•Plan and execute disaster and fire prevention activities (e.g., evacuation drills, emergency supplies, safety inspections).•Manage inventory and procurement of office supplies.•Supervise vendors related to shared office equipment (e.g., vending machines, copiers), including contract review and proposing service improvements.•Serve as the main point of contact with the building management company for contracts, inspections, troubleshooting, and facility enhancements.Employee Support:•Act as the primary contact for general operational inquiries from employees.•Review and approve employee requests submitted through internal systems (such as facility usage and company housing), ensuring adherence to company policies.•Clearly communicate any process changes to employees proactively.•Manage day-to-day general affairs operations to ensure prompt and appropriate resolution of employee needs while maintaining high service standards.•Demonstrate ownership and accountability in managing processes and supporting employee well-being.Team Management:•Lead the local General Affairs team, including direct employees and contracted service providers, overseeing staffing, work planning, and performance management.Company Housing and Parking Management:•Manage company residences and parking facilities for expatriates.•Oversee external property management vendors, ensuring service quality.•Handle user inquiries and update internal policies as needed.Business Continuity Planning (BCP):•Develop, update, and communicate BCP plans internally.•Organize and conduct emergency response drills.Employee Health Management:•Coordinate employee health checkups, including vendor management and creation of target employee lists.•Manage health check results and follow-up procedures such as re-examinations and health guidance.•Administer employee stress checks.•Ensure compliance with local health and safety regulations.Outsourced Operations and Vendor Management:•Manage external general affairs service teams.•Conduct regular performance reviews and meetings with vendors in collaboration with procurement.•Drive improvements in service quality and negotiate contracts with staffing agencies.•Assess outsourcing scopes and evaluate opportunities for re-delegation.•Lead onboarding of new partners and initiatives as business needs arise.Sustainability Leadership:•Monitor and promote reductions in energy consumption and waste within office operations.•Lead awareness campaigns to encourage recycling and sustainable practices.•Collect and report sustainability metrics for internal and external stakeholders.Additional Duties:•Arrange condolence and celebratory gifts for employees and their families.•Manage general affairs-related information security measures.•Oversee benefit service providers and welfare programs.•Coordinate local global non-life insurance contracts as a key point of contact.
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