Property and Maintenance Administrative Assistant
Rhythm Japan
Rhythm is about creating epic experiences for our customers, which starts with our people. We live by our values and put people first. We take pride in creating working and living environments that foster innovation, adventure, and balance. Working at Rhythm is more than a job, it's an experience you will have forever.
As the Property & Maintenance Administrative Assistant, your role will involve delivering administrative assistance to our department, promoting seamless operations and streamlined workflow. You will serve as a primary liaison for both internal and external stakeholders, managing diverse tasks with professionalism and precision. Assisting the Property & Maintenance Coordinator entails aiding the Property Coordinator in various tasks concerning Staff accommodation, Stores, and Properties. This includes tasks such as processing insurance, utilities, documentation, and filing, as well as coordinating meetings with contractors on-site. Proficiency in both Japanese and daily English conversation is required. Must be able to write sentences in Japanese and have daily conversations in English.
As the Property & Maintenance Administrative Assistant, your role will involve delivering administrative assistance to our department, promoting seamless operations and streamlined workflow. You will serve as a primary liaison for both internal and external stakeholders, managing diverse tasks with professionalism and precision.
Assisting the Property & Maintenance Coordinator entails aiding the Property Coordinator in various tasks concerning Staff accommodation, Stores, and Properties. This includes tasks such as processing insurance, utilities, documentation, and filing, as well as coordinating meetings with contractors on-site. Proficiency in both Japanese and daily English conversation is required.
Must be able to write sentences in Japanese and have daily conversations in English.
Key Responsibilities and Duties:
- Administrative Tasks
- Scanning, filing, office organisation, handling phone calls, creating and updating spreadsheets/database,
- Purchasing requested items and supplies, communicating with different departments
- Contract & Service Management
- Managing property-related contracts, including utilities, internet services, insurance, and other related services.
- Document Management
- Managing expense reports and key management
- Property & Facility Support
- Communicating staff requests and issues to the relevant teams and assisting with follow-up.
- Coordination & General Support
- Performing other administrative tasks as assigned.
What you need to succeed
- Administrative Skills: Experience with general administrative tasks, including document management, scanning, filing, creating and updating spreadsheets (basic Google Sheets skills preferred), data entry, and maintaining organised records.
- Problem-Solving Skills: Ability to identify issues, coordinate with relevant teams or suppliers, and support the smooth resolution of administrative and property-related matters.
- Organisation & Adaptability: Strong organisational skills with the ability to manage multiple tasks, prioritise workloads, and adapt to changing business needs during busy periods.
- Communication & Teamwork: Ability to understand instructions clearly, communicate effectively with staff members, contractors, and different departments, and work collaboratively in a flexible and positive manner.
- Initiative & Attention to Detail: A proactive approach with strong attention to detail, including accurately maintaining records, tracking requests, managing documents, and following up on outstanding tasks.
- Driver’s Licence: A valid standard driver’s licence (automatic transmission accepted) is required for travel between staff accommodation, stores, and properties
- Potential for overtime
- Handling phone calls related to accidents and emergencies
1,750 JPY per hour starting
October 1st start date
