Office Manager (M/F/D)

The Role

As the Office Manager, you ensure a smooth, welcoming, and efficient office environment by managing reception duties and combining core administrative processes with office and facility management duties. You also support multiple teams with operational tasks.

Your responsibilities will include:

Reception & Visitor Management

• Welcome visitors and employees, manage sign-in procedures, and ensure a positive first impression

• Maintain front desk security and escalate issues when necessary

• Handle incoming calls, emails, and correspondence professionally

Office Operations

• Manage office supplies, equipment and furniture

• Oversee meeting rooms and shared spaces

• Maintain office policies and procedures in collaboration with HR or Finance

• Support staff-related processes (workspace set up, access cards, keys) in collaboration with HR

• Oversee day-to-day smooth operation of the office/building

Facilities & Building Management

• Coordinate maintenance, repairs, and inspections (HVAC, electrical, plumbing, elevators)

• Manage cleaning, security, waste disposal and pest control

• Ensure workplace safety and compliance with local regulations

• Actively participate in and co-coordinate emergency procedures (fire drills, evacuation plans, First Aid certification)

• Act as the Single Point of Contact (SPOC) for facility-related matters locally (if applicable)

• Collaborate on workplace experience, office layouts, seating arrangements and space optimization with local stakeholders

• Support moves, expansions or renovations when required

Vendor & Contract Management

• Source, negotiate, and manage contracts with local service providers

• Monitor vendor performance and service-level agreements (SLAs)

• Coordinate with landlords, building/property managers and service companies

• Manage renewals and cost control in collaboration with Head of OFF-FACL and/or finance lead)

• Manage signage, branding and office aesthetics linked to customer experience within brand guidelines

Health, Safety & Compliance

• Ensure compliance with health & safety regulations

• Conduct risk assessments and safety audits

• Manage incident reports and corrective actions

• Ensure accessibility standards are met, complying with local regulations

• Oversee ergonomics and wellbeing initiatives in collaboration with HR and local regulations

Budgeting & Cost Control

• Provide input for local facilities and office budgets

• Monitor local expenses and optimize operational costs

• Approve invoices within scope of operation

Travel & Events

• Arrange travel bookings for employees

• Schedule and organize meetings, local events, and office gatherings, e.g., with catering

Your skills and interest

You enjoy managing multiple priorities in a fast-paced tech environment. You’re resourceful and have a genuine interest in creating an organized workplace and making people feel welcome.

What else is expected:

• Familiarity with office and facility-related administration

• Customer service mindset

• Strong organization and time-management skills

• Excellent verbal and written communication skills in English, additional languages is a plus

• A proactive mindset, with the ability to be flexible when required

• Proficient knowledge of Microsoft Office (e.g. Word, Excel)

• Problem-solving mindset with attention to detail

• Confident in interacting with diverse personalities and quick to adapt to changing situations

• Experience with or interested in learning vendor management and facility management Strong sense of ownership

• Attention to detail and budget-conscious

What we Offer

• Competitive Salary

• Flexible working hours

• Modern office located in central Tokyo (Toranomon)

• Up to 2 days working from home

We would like to welcome you to an international and multicultural company that has been operating for over 30 years and is doubling in size every 5 years. Growth is our middle name, while we strongly adhere to our horizontal and open company culture.

You're in the drivers' seat of your own career, that's our motto. Your personal development is therefore paramount. During an extensive onboarding program of six months, we make you, with the support of your job coach, familiar with our product and the organization. Even after this period, you will continue to get opportunities to learn and develop yourself further. You’re never alone.

At Sofico you will also work in a modern state-of-the-art office that is easily accessible. We are strong believers in the power of a good cup of coffee. Water or soft drinks are of course also on the menu. We love our team events. Think after-work drinks, a family day, a company weekend, from brown Bag knowledge sharing to Bonenkai events —guarantee you’ll always have something to look forward to.