Workplace Operations Specialist, Administration

About Woven by Toyota
Woven by Toyota is enabling Toyota’s once-in-a-century transformation into a mobility company. Inspired by a legacy of innovating for the benefit of others, our mission is to challenge the current state of mobility through human-centric innovation — expanding what “mobility” means and how it serves society.

Our work centers on four pillars: AD/ADAS, our autonomous driving and advanced driver assist technologies; Arene, our software development platform for software-defined vehicles; Woven City, a test course for mobility; and Cloud & AI, the digital infrastructure powering our collaborative foundation. Business-critical functions empower these teams to execute, and together, we’re working toward one bold goal: a world with zero accidents and enhanced well-being for all.

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TEAM

Toyota is redefining what it means to move. We're challenging the current state of mobility by enhancing the movement of people, goods, information and energy. Centered around three core concepts - A Living Laboratory™, Human-Centered, and Ever Evolving City™ - Woven City serves as a test course for mobility to fulfill our purpose of well-being for all.

We do this by bringing together a diverse community of people with a shared passion for the future of mobility to co-create, develop and refine innovative products and services. This cross-section of social infrastructure, mobility, and people provides a unique opportunity for inventors, residents and visitors to interact seamlessly with new technologies throughout daily life in an environment that emulates a real city.

The Administration Team is responsible for the overall administrative operations of the Woven City Management (WCM) organization. The team is located within the Project Governance organization, which is responsible for administrative functions. The team provides operational support to WCM as a whole.

You will improve the workplace environment and promote efficiency and standardization of daily operations to help members so they can focus and maximize their work. You will report to the manager of the Administration team and this role's workplace type is hybrid.

For more information about Woven City, please visit: https://www.woven-city.global/

WHO ARE WE LOOKING FOR?

We are looking for an administrative assistant manager, who can play the key role in operational tasks such as executing facilities operations, improvements, and communication events for WCM.

RESPONSIBILITIES:
• Oversee day-to-day facilities/administrative operations to effectively manage WCM offices to achieve operational efficiency and hospitality

• Plan for future facility needs based on company growth and operational requirements

• Develop administrative operations and maintain guidelines and related documents

• Plan, coordinate, and execute internal staff events, promoting team cohesion and a positive workplace culture while managing logistics such as venues, catering, and scheduling

• Monitor and control the operational budget, ensuring cost-effectiveness and financial prudence

• Build and maintain positive relationship with all WCM employees, contractors and supplier personnel

• You will require frequent business trips to Susono city and the other offices

MINIMUM QUALIFICATIONS:
• 5⁺ years of experience in facility management, office services, administration, or office manager is required

• 3+ years of vendor management experience, preferably related to office or general affairs operations

• Manage multiple tasks and being comfortable with ambiguity situations

• Ability to improve, maintain the workplace by communicating and negotiating with employees

• Experience proactively addressing and resolve complex challenges while trying to find opportunities for improvement

• Proficiency in native level Japanese and conversational level English

NICE TO HAVES:
• Mindset of helping others

• Communicating with other members and stakeholders cheerfully

• Event management experience

• Comfortable use of applications such as CAD, Adobe Photoshop, Adobe Illustrator

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Important Points
・All interviews will be arranged via Google Meet, unless otherwise stated.
・The same job descriptions are available in both English and Japanese; therefore, we kindly ask that you apply to only one version.
・We kindly request that you submit your resume in English, if possible. However, Japanese resumes are also acceptable. Please note that, depending on the English proficiency requirements of the role, we may request an English version of your resume later in the process.

WHAT WE OFFER
・Competitive Salary - Based on experience
・Work Hours - Flexible working time
・Paid Holiday - 20 days per year (prorated)
・Sick Leave - 6 days per year (prorated)
・Holiday - Sat & Sun, Japanese National Holidays, and other days defined by our company
・Japanese Social Insurance - Health Insurance, Pension, Workers’ Comp, and Unemployment Insurance, Long-term care insurance
・Housing Allowance
・Retirement Benefits
・Rental Cars Support
・In-house Training Program (software study/language study)

Our Commitment
・We are an equal opportunity employer and value diversity.
・Any information we receive from you will be used only in the hiring and onboarding process. Please see our privacy notice for more details.