Aomi Construction specializes in marine civil engineering, construction of port facilities, and development of mineral resources. Tokyo, Tokyo, Japan .
This is a key appointment within our business, so we are therefore looking for a professional and flexible individual who is able to meet the following requirements:
Sufficient and appropriate experience in an Office Manager role at a similar level.
Actively broaden experience and expertise in line with the core competencies
Exceptional client liaison skills.
Excellent working knowledge of Word, Excel, PowerPoint and Outlook and a strong awareness of IT technology available.
Strong communication skills, both verbal and written.
The ability to make decisions and use initiative.
Well, organized with a methodical approach to day to day activities.
Ability to manage a fluctuating workload and maintain a calm dispositions at times when working under pressure.
A positive and team-oriented outlook.
Ability to lead by example and share best practice with peers.
Experience or understanding of the Construction/ Engineering industry would be advantageous, however not essential.
Keen to learn and continue developing.
Manage project office, effective day-to-day management of Property administration and work closely with senior members of the department to provide high quality and efficient administrative support to the entire department/Project.
Responsibility for the provision of an efficient and responsive administrative, organizational and logistical support service ensuring that the organisation’s policies and corporate processes and systems are consistently applied and adhere to.
Assisting with the development and implementation of new administrative systems/ processes.
Ensuring diary commitments, papers and travel arrangements are managed effectively; troubleshooting problems as and when they occur.
Filtering incoming email and general correspondence and responding or redirecting on behalf of the business as necessary.
Being the first point of contact with people from both inside and outside the organization; regularly liaising with clients, suppliers, and other colleagues at all levels.
Organising, attending, and taking minutes of the meeting.
Completing research on behalf of the business.
Coordinating and arranging domestic and international travel, accommodation and supporting visas for Staff.
Keeping an accurate record of papers and electronic correspondence on behalf of the project and maintaining an efficient retrieval system/ process.
Successfully working with senior management and collaborating with colleagues from across the Group.
Creating and overseeing the production of Project documents, letters, briefing papers, reports, and presentations; demonstrating excellent literacy proficiency, particularly spelling and the correct use of punctuation and grammar.
Assist business with regional market analysis and support projects.
Proof-reading documents to check they are complete and accurate.
Compiling, copying and distributing documentation.
Organising and coordinating meetings/ events and attending relevant business and social client functions.
Build relationship with client.
Manage actions on regional service management.
Controlling workload and resources, delegating as appropriate and ensuring adequate staffing levels to cover for absence and peaks in workload.
Liaison with senior colleagues from the group and obtain management information.
Assisting colleagues in the recruitment process and ensuring that welcome/ induction procedures are followed and work for on business.
Conduct appraisals/ PDR of Administration staff/ Document Controllers.
Participating in relevant internal/ external training initiatives.
Applying the principles of quality assurance and environmental management in compliance with the organisation’s Policies. Liaise with regional QSSE Manager.
Full understanding and practical application of the organisation’s policy and arrangements for managing your own personal safety and the safety of those who report to you.
Enhanced communication skills, particularly with clients, to reflect the organisation’s values and strong influencing style. Flexible in style with dealing in a multi-cultural region.
Awareness of the professional and commercial implications of your work.
Understanding of the wider SNCL business, including appreciation of activities outside your own team/ office/ region, overall services offered and strategic objectives.
Managing other individuals including undertaking performance and development reviews (PDRs) and mentoring and coaching less experienced colleagues.
Providing guidance, leadership, and technical expertise to team members.
Completely communicating and interacting with others, in accordance with SNCL values.
Should have Graduation/Degree.
Minimum of 7 years’ experience as a Executive Secretary/Office Manager/Administration Manager/Facility Manager.
Strong verbal and written communication skills is essential.
Proficiency in the use of MS Excel using advanced formulas is essential.