Position Overview
The Office Manager, Japan is responsible for ensuring the effective, safe and efficient operation of the Japan office and for providing broad administrative and business support across the organization.
The role leads general affairs and day-to-day office operations, including workplace safety, facilities, vendor coordination, employee onboarding and offboarding support, internal meetings, company events, and other administrative activities required to support the Japan organization.
As Japan operates with a lean organizational structure, this role is expected to work across functions, proactively identify operational needs, and take ownership of a broad range of activities beyond traditional office management responsibilities. Success requires agility, collaboration, sound judgment, a hands-on approach, and a willingness to support the business without drawing rigid boundaries around the role.
The role may provide limited administrative support to local leadership and international visitors when required. Dedicated Executive Assistant responsibilities are not a primary focus of this position.
Key Responsibilities
Office Management & General Administration
•Manage day-to-day office operations and maintain a safe, efficient, well-organized and professional workplace environment.
•Establish, maintain and continuously improve office procedures, policies and administrative processes.
•Coordinate office facilities, maintenance, supplies, equipment, access control, meeting rooms, workplace services and emergency preparedness.
•Manage office-related budgets, purchase requests, vendor invoices, contracts, supplier relationships and relevant administrative records.
•Act as the primary point of contact for office-related matters and coordinate with internal and external stakeholders to resolve issues promptly.
•Support employee onboarding and offboarding, including workplace preparation, access, equipment coordination and related administration.
•Coordinate workplace safety activities and support compliance with company policies and applicable local requirements.
•Plan and coordinate internal meetings, town halls, training sessions, sales meetings, company events and employee engagement activities.
•Coordinate visitor logistics, office access and business travel-related administration when required.
Business Support & Special Projects
•Provide flexible administrative and operational support across functions based on business priorities.
•Coordinate cross-functional activities and projects involving multiple stakeholders, timelines and external partners.
•Act as a liaison between the Japan organization and regional or global teams on administrative and operational matters.
•Identify opportunities to simplify, standardize and improve ways of working, using digital tools where appropriate.
•Support ad hoc projects, events and business initiatives as assigned.
•Take ownership of operational issues that may not sit clearly within a single function and work collaboratively to drive them to resolution.
•Contribute to a culture of teamwork, accountability, agility and continuous improvement.
Key Requirements
•Solid practical experience in office management, general affairs, workplace operations or business administration. Experience covering the core spectrum of general affairs responsibilities is essential.
•Demonstrated capability to manage a broad range of administrative and operational responsibilities in a professional office environment.
•Strong organizational and prioritization skills, with the ability to manage multiple competing demands and seasonal peaks in workload.
•Proactive, hands-on problem solving and the ability to identify needs before they become operational issues.
•High agility and willingness to take ownership beyond a narrowly defined job scope.
•Strong collaboration skills and the ability to work effectively across functions, seniority levels and cultures.
•Ability to work independently, manage ambiguity and adapt to changing business requirements.
•Sound judgment and discretion when handling confidential or sensitive information.
•Strong service orientation combined with clear prioritization, follow-through and accountability.
•Proficiency in Microsoft 365 applications, including Outlook, Teams, Excel, Word and PowerPoint.
•Experience working with enterprise systems such as HR, finance, procurement, expense management and collaboration platforms is preferred (e.g., Workday, SAP, Concur, Microsoft 365, SharePoint or similar systems).
•Ability to quickly learn and effectively utilize new systems and digital tools.
•Experience in a multinational or matrix organization is preferred.
•Bachelor's degree or equivalent practical experience.
•Native-level Japanese and business-level English communication skills, both written and spoken.
About Convatec
Convatec is a global medical products and technologies company, focused on solutions for the management of chronic conditions, with leading positions in Advanced Wound Care, Ostomy Care, Continence Care, and Infusion Care. With over 10,000 colleagues, the company provides products and services in around 90 countries. Convatec's revenues in 2025 were over $2 billion. The company is a constituent of the FTSE 100 Index (LSE:CTEC).
