Location
Roppongi Hills Mori Tower - 17F, 6-10-1 Roppongi,
Brookfield Culture
Brookfield has a unique and dynamic culture. We seek team members who have a long-term focus and whose values align with our Attributes of a Brookfield Leader: Entrepreneurial, Collaborative and Disciplined. Brookfield is committed to the development of our people through challenging work assignments and exposure to diverse businesses.
Job Description
About the role
The Office Manager is responsible for the smooth day‑to‑day running of the Tokyo office, providing administrative, facilities, and operational support to ensure a professional, efficient, and compliant working environment. This role also acts as an executive assistant to HR and Compliance department. She/he also supports IT with the IT vendor, Finance, and regional counterparts, and acts as the first point of contact for internal office matters.
Responsible for:
Office & Facilities Management
- Oversee day‑to‑day office operations, ensuring the office is well‑maintained, functional, and presentable at all times
- Coordinate with building management, vendors, cleaners, and service providers for repairs, maintenance, and office supplies
- Manage office seating, floor plans, access cards, keys, and visitor access
- Ensure all meeting rooms are equipped with the right technology and are kept clean and tidy, including drinks are stocked in the fridge.
- Reception management: providing building access, answering phone calls and general office queries.
- Pantry, refreshments management
- Keep the Welcome Book updated and share it with global EAs.
- Assist visiting employees and executives with meeting arrangements, desk allocation, presentation formatting, travel and visit arrangements, printing, catering etc.
- Supporting and assisting in Brookfield Cares events for the Japan office
- Assist in reporting all operational issues to FM contact and manage cleaners, repairs i.e., light replacements, coffee machine issues, electricity bills.
Administrative & Operational Support
- Act as the first point of contact for general office enquiries
- Support document management, filing, and archiving processes (mainly for HR and Compliance)
- Mail picking & sending.
- Assist with basic procurement and vendor invoicing coordination
- Support compliance‑related operational tasks (e.g. Code of Conduct completion tracking, gift & entertainment logs where applicable)
- Support and contribute to the APAC EA/Admin support network, attend monthly meetings and provide regional updates.
- Process AMEX card applications, cash claims, Concur expenses, ensuring they are paid timely for HR, Compliance and for ad hoc requests from other businesses.
- Support in the organisation of meetings, video and teleconferences for the broader team as required.
- Leave support for other Executive Assistants.(Vice versa)
- Assist in management of companywide contracts and agreements, i.e. office mobile phone plans/corporate credit card policy changes.
Onboarding & Offboarding Support (with Executive assistants)
- Coordinate onboarding logistics for new joiners in collaboration with HR and IT
- Support offboarding for employees in the all teams, including IT access switch off, arranging return of company assets.
- Arrange office orientation, system access coordination, equipment setup, and introductory meetings
- Support offboarding logistics including access deactivation, asset return, and exit coordination
Stakeholder & Event Support
- Support internal office events, town halls, and employee engagement activities
- Assist visiting employees and executives with meeting arrangements, desk allocation, printing, catering, and logistics
- Provide general support to Executive Assistants as required (backup coverage, coordination support)
Health, Safety & Office Standards
- Promote a safe, respectful, and compliant workplace environment
- Ensure office guidelines and standards are communicated and followed
- Act as a point of escalation for day‑to‑day operational issues impacting office staff
About you
- Team player who’s willing to contribute to a collaborative work environment.
- Business Administration Certificate or Equivalent
- Strong communication skills in Japanese; business‑level English required
- 3-7 years Proven experience in office management, office administration, or similar role
- Strong organizational and multitasking skills in a fast‑paced environment
- Respect for privacy and confidentiality.
- Experienced in using Microsoft Office products including PowerPoint, Microsoft Word, Microsoft Excel and Microsoft Outlook, Visio.
- Strong organisational skills
- Excellent written and verbal communication skills
- High attention to detail
- Ability to:
- Work independently (unsupervised)
- Prioritise tasks
- Communicate effectively and confidently with all members of the team.
- Adapt to change in arrangements.
- Interact at all levels within the organisation and external contacts.
- Self-starter who displays a high level of initiative and willingness to learn.
- Friendly, outgoing and helpful attitude who can adapt to working with a variety of personalities within the team.
Brookfield is committed to maintaining a Positive Work Environment that is safe and respectful; our shared success depends on it. Accordingly, we do not tolerate workplace discrimination, violence or harassment.
We are proud to create a diverse environment and are proud to be an equal opportunity employer. We are grateful for your interest in this position, however, only candidates selected for pre-screening will be contacted.
