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Office Coordinator

GumGum

GumGum

Administration
Tokyo, Japan
Posted on Thursday, January 4, 2024

GumGum is a contextual-first, global digital advertising platform that uses advanced AI technology to serve captivating creative ads that drive consumer attention, without the use of personal data. At GumGum, we don’t need to know who you are to deliver relevant and engaging ads that align with your active frame of mind. We believe that a digital advertising industry based on context rather than personal data builds a more equitable and less invasive future for the internet and is better for consumers, publishers and advertisers alike. Our blueprint for the future, The Mindset Matrix™, combines the power of context and creative in digital advertising to deliver superior attention and drive consumer action without sacrificing personal data.

To be a part of this next phase of digital advertising that prioritizes data privacy, please visit www.gumgum.com/careers

We are seeking a skilled Office Manager for GumGum Japan. The position is responsible for many important aspects of our office management, business coordination and some People functions for growing GumGum Japan. Reporting to the Managing Director in Tokyo, the position will provide day-to-day support to team members and leaders, including onboarding/offboarding, reporting, and performing regular onsite office management duties. Office responsibilities include key business functions; reception, mail, administration assistance, and vendor relationship management.

What You'll Achieve

  • Office Administration
    • Track inventory levels, place orders for merchandise, and oversee the supply chain to ensure timely delivery and sufficient stock availability.
    • Maintain records of client and supplier contracts, ensuring compliance with terms and conditions, and facilitating communication between parties to uphold strong business relationships.
    • Plan, coordinate, and execute internal staff events, fostering team cohesion and a positive workplace culture while managing logistics such as venues, catering, and scheduling.Facilitate seamless communication by translating internal documents as needed, ensuring clarity and accuracy in conveying information across language barriers.
    • Oversee the day-to-day upkeep and workplace safety of the Tokyo office, addressing any repairs, coordinating cleaning services, and ensuring a safe and well-functioning workspace.
    • Maintain a well-stocked and organized office environment by managing the inventory of snacks, drinks, and other supplies, ensuring that employees have access to necessary amenities.
    • Efficiently handle the distribution of documents and equipment to employees, managing shipping logistics to ensure timely and secure delivery.
    • Serve as the primary point of contact for incoming calls, directing and transferring calls to the appropriate personnel while maintaining a professional and courteous demeanour.
    • Ensuring a compliant number of employees are trained in first aid and fire safety to promptly respond to emergencies within the office.
    • Coordinate the design, printing, and distribution of business cards for employees, ensuring a consistent and professional representation of the company's brand.
    • Assist in organizing and marketing local client meetings and events, ensuring seamless coordination and successful outcomes.
    • Provide valuable support to executive members, contributing to their efficiency and effectiveness in their roles. This may include administrative tasks, calendar management, and other support functions as needed.
  • HR & IT Support
    • Collaborate with regional Talent Acquisition to support the recruitment process and ensure a cohesive hiring experience for new employees.
    • Responsibly direct payroll inquiries to the local payroll administration and respond to employee end-of-year tax documentation queries.
    • Support the onboarding and offboarding processes, ensuring a smooth transition for employees by providing necessary information, resources, and support throughout their tenure.
    • Collaborate with the IT Team to maintain inventory levels of company hardware in the Tokyo office.
    • Assist with configuring IT hardware for new hires under guidance, ensuring a standardized and efficient onboarding process that aligns with company standards.
    • Provide hands-on assistance to local users, addressing basic IT issues promptly and effectively to enhance overall productivity.
    • Act as a liaison between the local office and the IT team, effectively communicating IT issues, concerns, and feedback to facilitate timely resolutions and continuous improvement.
    • Any additional role-specific ad-hoc tasks as required by the company.

Skills You'll Bring

  • BA/BS degree or similar experience
  • Proven working experience in general recruiting, human resources, and general affairs (2+ years of experience preferred)
  • Native-level written and verbal communication skills in Japanese
  • Written and verbal communication skills in English
  • Strong interpersonal skills, good intuition, and the ability to communicate to all levels of the organization
  • Ability to prioritize workload, balance multiple tasks at once, and solid attention to detail
  • Ability to plan and anticipate issues and delays before critical deadlines are due
  • Excellent active listening, negotiation and presentation skills
  • Proficiency in MS Office (PowerPoint/Excel/Word) and Google applications (Sheets/Slides/Docs)
  • Knowledge and experience of recruiting sites, e.g., LinkedIn, Bizreach
  • An innovative problem solver who is proactive and loves to get things done
  • Demonstrates orientation to continuous improvement and critical thinking
  • Personal network with potential candidates
  • Highly self-motivated team player
  • Self organized and proactive

What We Offer

  • Learn about our benefits & perks package at gumgum.com/benefits. If you'd like additional information, your recruiter can share more specifics during the hiring process!

Awards

  • Shortlisted for Marketing Technology Company of the Year for the 2023 Mumbrella Awards
  • BuiltIn #37 Best Places to Work 2023 across the United States
  • BuiltinLA #7 Best Places to Work 2022
  • BuiltinLA Best Places to Work 2021
  • Ad Exchanger Programmatic Power Player 2022 and 2021
  • CTO Hero Award of OTT.X 2023
  • Digiday Media Awards Europe finalist 2022 and 2021
  • Finalist for the 2023 AdExchanger Awards Best Video Technology For Media Suppliers
  • Gold Award at the IAB Mixx Awards in Belgium in the “Best Use of Advertising Technology” category
  • The Drum Award Digital Advertising: Game-changing Technology for Domino's case study

GumGum is proud to be an equal opportunity employer. At GumGum, we believe in cultivating an environment where our team members can bring their authentic, whole selves to work. Encouraging identity and belonging is one of the many aspects of our culture that makes us stronger as an organization and drives innovation. We are committed to building and delivering a diverse, inclusive, and equitable workforce that is representative of the world around us, where all individuals are treated with respect and dignity - and to act swiftly if this value is ever threatened. We are constantly striving to be better, and we continue to take strategic steps to advance representation. - Phil Schraeder, CEO

Learn more about our DEIB programming at gumgum.com/deib

Follow us on our socials...

Instagram: @gumgum & @dogsofgumgum
LinkedIn: GumGum
Tweet us: @gumgum
Facebook: GumGum