A leading global investment firm and hedge fund is seeking a Receptionist & Facilities Coordinator to support its Tokyo office.
This position combines corporate reception, facilities coordination, office administration, and workplace operations, making it an excellent opportunity for someone looking to develop beyond a traditional receptionist role.
You will be the first point of contact for visitors while supporting meeting rooms, office supplies, courier services, facilities maintenance, and company events. Working closely with the regional Facilities team, you will help maintain a professional, efficient, and welcoming office environment within an international, technology-driven financial institution.
Key Responsibilities
- Manage the full range of front desk and reception duties, professionally welcoming visitors and handling incoming calls.
- Prepare meeting rooms and coordinate video conferencing facilities for internal and external meetings.
- Manage incoming mail, deliveries, and courier arrangements to support smooth daily office operations.
- Procure and maintain appropriate levels of stationery, office supplies, and workplace resources.
- Collaborate with the regional Facilities team to coordinate and support company events and office activities.
- Support day-to-day facilities and office management operations, including property-related and administrative requirements.
- Identify and escalate maintenance or facilities issues promptly to ensure a safe, professional, and well-maintained workplace.
Required Skills and Qualifications
Experience:
- 3+ years of relevant professional experience in reception, facilities coordination, office administration, corporate services, or a related role.
- Experience handling visitors, incoming calls, meeting rooms, office supplies, mail, couriers, or similar workplace services.
- Ability to exercise sound judgement when assessing and responding to enquiries, calls, and operational issues.
- Strong time management skills with the ability to manage multiple day-to-day priorities effectively.
- Working knowledge of Microsoft Outlook, Excel, and Word.
Soft Skills:
- Professional demeanour and a polished approach when interacting with visitors and colleagues.
- Strong customer service mindset with a commitment to delivering a high-quality workplace experience.
- Resourceful and proactive approach to identifying and resolving operational issues.
- Excellent organizational and communication skills.
- Strong attention to detail and ability to manage competing priorities.
- Commitment to the highest ethical and professional standards.
Language Requirements:
- Japanese: Fluent.
- English: Fluent, with the ability to communicate effectively in an international corporate environment.
Preferred Skills & Qualifications
- Experience in facilities management, office management, workplace services, or corporate administration.
- Previous experience within financial services, investment management, technology, or another international corporate environment.
- Experience coordinating internal corporate events or working with regional Facilities teams.
- Familiarity with supporting office maintenance, property management, or workplace operations.
- Interest in developing a longer-term career in office management and facilities management.
About the Company
Our client is a global investment firm and hedge fund operating at the intersection of finance and technology.
Rather than functioning solely as a traditional asset manager, the organization takes a highly technology-driven approach to financial services and investment management. Its international working environment brings together professionals across investment, technology, operations, and corporate functions.
The Tokyo office provides an opportunity to gain exposure to the operations of a sophisticated global financial institution while developing valuable experience across reception, facilities, and workplace management.
Why You'll Love Working Here
- Join a prestigious global investment firm and technology-driven financial institution.
- Expand your career beyond reception into facilities coordination and office management.
- Gain hands-on experience across workplace operations, administration, property management, and corporate services.
- Work closely with a regional Facilities team in an international environment.
- Build transferable skills in office operations, facilities management, and stakeholder coordination.
- Take ownership of delivering a professional workplace experience for employees and visitors.
- Develop your career within the dynamic financial services and investment management industry.
Don't Miss Out - Apply Now!
