1. Manage the Affairs of GM’s Office
o GM’s Calendar
o Arrange and request meetings for GM
o Assist and Entertain GM’s visitors
o Maintain good communication and relationship w/ others including
business partners
o Manage the supplies at GM’s Office (inventory & purchase)
2. Arrange all the logistics needed by GM for business trips
o Business Trips:
- Search for possible Flights that will fit to GM’s schedule
- Request Booking from Travel Agencies, confirm and advise issuance on time
- Prepare and send GM’s Business Trip Notification
- Prepare GM’s Business Trip Report (Settlement of Expenses) and process Payment Application through GBS (Ticket & Business Trip Settlement of GM)
o Hotel Requirements:
- Book Hotel Rooms for GM and for visitors
- Verify all the requirements needed and coordinate w/ the Hotel
- Prepare the letter, get GM’s approval and submit to the Hotel to secure the Room Reservations
o NOTE: Responsible for the Negotiation and Coordination regarding
the Hotel Corporate Rates for the company every year.
o Process application and payments of airport VIP Pass of visitors as
needed
3. Organize GM Secretary’s area
o Secure & Update Secretary’s Manual as needed
o Manage Incoming & Outgoing documents for GM
o Distribute documents on time and coordinate necessary information
to everybody
4. Maintenance of Company Guesthouse
oSupervise and coordinate with helpers, driver, gardener and VIP
o Schedule and coordinate Termite and General Pest Control
Treatment at the Guesthouse, Aircon Maintenance, Swimming Pool
o Coordinate and supervise Repairs and services
o Coordinate w/ Contractors and Suppliers; negotiates on prices and
terms, schedules, procedures.
o Coordinate and request permits, process cash bonds if needed w/
FPA
5. Perform physical inventory of Fixed Assets at the guesthouse and submit Inventory Reports.
6. Plan, Coordinate, and Manage all the arrangements for all Dinner and other Events at the Guesthouse
o Prepare Application for Guesthouse Events in coordination with the
persons/Divisions that made the request
o Coordinate with the Caterers regarding Menu and other
arrangements
o Coordinate with Guesthouse Helpers for all the arrangements
o Secure permit from Association for big parties
o Discuss all details of GM and get his approval before finalizing all
the arrangements
o Prepare seat plan, place cards and name cards as needed
o Prepare Inventory of Drinks, Cash Advance and Purchase of
Additional stocks as needed (Wines & other Beverages, Chips &
Nuts)
7. Subscriptions
o Process renewal of newspaper and other magazines
o Monitor cost and secure timely delivery
8. Memberships
o Process renewal of Club Memberships
o Process transfers & maintenance of Golf Memberships
9. Research information as may be needed by GM ( Logistics / Business Trip related)
Requirements
- Candidate must possess at least Bachelor’s Degree in Business or equivalent.
- At least 2 Year(s) of working experience in the related field is required for this position
- Proficient in Microsoft Windows applications
- Good oral & written English communication skills (Japanese N3 level is an advantage).
- With knowledge in basic Accounting and reporting.
