Overview The GM, Office, Finance & HR Admin provides executive support to the Franchise Director Japan serves as the office manager, and provides finance and HR Admin Support. - Assistant: This role serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Japan Franchise Director. The Assistant also oversees special projects. - Office Manager: Manage all office, reception, and leasing concerns – building coordination, visitor management, cleaning and sanitation schedules, etc. Also serves as IT support as the primary contact in coordinating with the regional BIS team on all IT related concerns (e.g. Network, TP, Internet issues, laptop, printer, etc). - Finance: End to end payment processing from receiving invoices from suppliers, validation of invoices and voucher preparation, communication with vendors on issues and tracking payments. - HR Admin: Support Japan team as HR and assist with the administration of the day-to-day HR related operations and on ground support for the human resources function to help contribute to the achievement of Annual Operating Plans (AOP) and the implementation of key process controls. Responsibilities Assistant • Completes a broad variety of administrative tasks for the Franchise Director including: managing an extremely active calendar of appointments when hosting visitors (over 25 a year) and meetings ; completing expense reports (Concur and AllSec) for senior management team; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. • Occasionally provides the Franchise Director with background information, meeting summaries and/or supporting documents in preparation for scheduled appointmentsand meeting; coordinates with other departments as necessary for preparation of specific engagements and maintains and tracks detailed priority list of projects and engagements. • Maintains an efficient flow of information between all levels of the association including internal and external contacts on a wide spectrum of plans and priorities. • Processes all mail and packages received in the office of the Franchise Director, prioritizing and determining its disposition. Directs mail to appropriate internal staff with instructions and/or suggestions for preparation of a reply. Determines which correspondence can be handled by self and takes initiative in drafting responses for the Franchise Director’s signature based on knowledge of her activities, interests, priorities, and issues. Follows same procedures for electronic mail. • Visitor Management: Greets and manages all visiting members, manages their agenda/itineraries, visa application, books transportation (cars and buses)/conference rooms/restaurants and handles all of their needs for the duration of their stay. Manages preferred hotels. • Arranges, in conjunction with other departments, special events sponsored by the Franchise Director to include invitations, site selection and related details; • Be the primary contact of employees in the MU for all travel and corporate card (AMEX ) related concerns. • Provide English and Japanese translation for official documents. Office Manager • Manage all office, reception, and leasing concerns – building coordination, cleaning and sanitation schedules, etc. • Ensure that all office supplies are replenished on a timely basis. Monitors monthly inventory. • IT Support – coordination with regional IT for management of new hires’ laptops & phones, ensure that all printers and IT equipment are working with no delays. If any IT problems in the office, in charge of reaching out to regional IT to resolve. • Manage front desk tasks – visitor management, DHL and package shipping, etc. Finance Payment Processing • End to end payment processing for Japan MU from receiving invoices from suppliers, validation of invoices and voucher preparation, communication with vendors on issues and tracking payments. • Creating new vendors in SAP. • A&M and STB payment • Tracking payment status and validate with bank statement. • Be the primary contact for vendors related to payment inquiries or issues. HR Admin HR Admin & Benefits Administration • Checks and validates HR Claims in the AllSec system and approves HR Medical, Product, and Mobile claims in the system. • Brief employee on local policies and benefits entitlement. Onboarding & Offboarding • Drafts announcement of new employees and prepares the onboarding plan in coordination with hiring managers and other functions on the dates of orientation and schedule the onboarding program in the calendars. • Conducts new hire orientation to employees on their first day of employment. • Request for IT access, laptop and system setup for new joiners. • In charge of the offboarding of exiting employees, sends out the clearance form and guides them on how to accomplish it before their last day. Ensures that this is completed before the release of final pay. • Ensures final pay release and termination in all PepsiCo systems of all access of resigned employees. Systems Management • Be the primary contact of employees in the MU for AllSec/Concur system such as attending to local team enquirie, updates, resolution of issues, approvals and updates. • Create SAP Employee Code and Internal Order for new joiner. Engagement Activities & Communication • Support all local engagement activities, including TM and L&D initiatives – especially on on-the-ground execution as aligned with the engagement and TM calendar for Japan. • Policy communication: Creation of policy communication, conduct policy refreshers, & serve as gatekeeper of policies • Lead and cordinate all the OHS initiatives with assigned people and HR Labor Management • Key person to manage labor related matters with external consultant. • Employee handbook maintenance Qualifications • University degree in Business or General. • 8 years’ experience in Administration/ Office Management preferable in FMCG industries • Familiar with HR processes and admin support. Preferably has experience in administration of benefits and other HR programs. • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly and consistently with excellent attention to detail. • Very strong interpersonal skills and the ability to build relationships with stakeholders, • Expert level written and verbal communication skills. Proficient in English. • Demonstrated proactive approaches to problem-solving with strong decision-making capability. • High maturity and a positive attitude in handling different stakeholders and demanding situation. • Highly resourceful team-player, with the ability to also be extremely effective independently. • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response. • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment Forward looking thinker, who actively seeks opportunities and proposes solutions. • General knowledge of various employment laws and practices. • Skills in database management and record keeping. Excellent computer skills, including Word and Excel in a Microsoft Windows environment.