Administrative Officer - Tokyo

Company overview

Blackpeak is an international investigative research and risk advisory firm dedicated to uncovering critical risk-related information for our clients worldwide. We specialize in investigative due diligence, investigations and security, and business intelligence research. Each project is executed by our in-house team with unmatched in-country expertise, using customized investigative methodologies. Our team members have been managing risk consulting projects for more than 20 years covering all industries across the globe. Founded in Asia, the firm now operates from strategic locations in key financial and economic centers, including Hong Kong, Singapore, Tokyo, Shanghai, Beijing, Guangzhou and New York.

Position Overview

Blackpeak is hiring an Administrative Officer to be based in our Tokyo office. The position will provide regional support and assistance in administrative functions. The main responsibilities are:

  • File, maintain and update company and administrative files regularly (e.g. contracts with employees, external consultants and other third-party vendors)
  • Maintain office space and inventory of office supplies
  • Maintain daily meeting schedule and make meeting room bookings
  • Make travel (flights, hotels, visa applications) and meeting arrangements for colleagues
  • Work in conjunction with colleagues and administration staff in other offices (Hong Kong, Singapore, Shanghai, Beijing and New York), including doing conflict checks and inputting data in CRM system
  • Research office options with commercial real estate providers
  • Arrange and monitor office renovation and relocation (e.g. arrange relocation logistics, monitor renovation progress, set up utilities)
  • Monitor vendor contracts and expiry dates, negotiate quotation with vendors
  • Assist management team and research team to track and sign up for industry events
  • Onsite support and coordination for company events
  • Assist in scheduling new staff orientation and induction
  • Co-ordinate the submission of expense report, make sure everyone submits their expenses for the month before deadline
  • Scan and send over monthly auto pay bills to HK for accounting, e.g. bank charges, database bills, pension deduction, etc. Usually they all come in the mail, on a monthly basis
  • Liaise with the Tokyo office’s external accounting firm on tax, social, health and welfare administrative matters for staff
  • Handle other ad-hoc duties as assigned (e.g. arrange couriers for delivering documents or items to clients, order business cards for colleagues, print and bind marketing materials)

Desired Skills and Experience

  • University level education
  • Minimum of 3 years solid administration experience
  • Proficient in MS Office (Word and Excel) and basic internet research
  • Well organized, detail-oriented and independent self-starter
  • Ability to meet deadlines, prioritize workload and multi-task under pressure
  • Strong ethical standards and commitment to maintaining the confidentiality of sensitive information
  • Work well in a team environment, supporting colleagues with different backgrounds in various Blackpeak offices
  • Good command of both written and spoken English and Japanese

A competitive salary and benefits will be offered.

All information and materials submitted to Blackpeak will remain strictly confidential and be treated for recruitment purposes only. Only short-listed candidates will be notified.

If your qualifications, experience and aspirations match our requirements, please send your resume and cover letter to careers@blackpeakgroup.com.