Administration Group Manager for a Japanese manufacturing company

Position Overview:

The Administration Group Manager is a key executive role responsible for overseeing and optimizing the administrative functions of the organization, including HR, IT, ERP, Internal Control, Compliance, and Facilities. This role plays a vital part in shaping and executing administrative strategies, ensuring operational efficiency, and supporting the organization’s strategic objectives. The manager will develop and implement policies, procedures, and best practices to streamline administrative processes, enhance organizational performance, and ensure compliance with all protocols and regulations.

Essential Job Duties:

• Oversee the day-to-day operations and staff of the administrative functions, including Human Resources, IT and ERP systems, Internal Control and Compliance, and Facilities Management.
• Collaborate with senior management to drive operational improvements and efficiencies across administrative functions.
• Manage, hire, and oversee the Administration Group, ensuring effective management of resources such as budgeting, staffing, and technology.
• Develop and implement administrative strategies that align with the organization’s goals and objectives.
• Develop and manage the Human Resources strategy and its execution.
• Develop and implement IT and ERP system strategies, policies, and procedures following organizational guidelines.
• Develop and implement administrative policies and procedures for internal controls to streamline operations and enhance productivity, ensuring compliance with governance policies and SOX/J-SOX regulations.
• Provide strategic guidance and execution on administrative policies, compliance policies, procedures, and best practices.
• Oversee facilities management across multiple locations, ensuring safe, efficient, and professional work environments.
• Participate in lease planning, discussions, renewals, and property searches.
• Identify potential risks related to administrative operations.
• Identify training and development needs for administrative staff, conduct performance evaluations, and provide constructive feedback.
• Manage vendor relationships, negotiate contracts, and ensure cost-effective, high-quality services, including bid and negotiation processes.
• Represent the organization in external meetings and events as required.
• Ensure contract work is being performed according to agreement terms.
• Monitor and assess the effectiveness of administrative processes and systems, making improvements as necessary.
• Oversee the implementation of health, safety, environmental policies, and the BCP program.
• Act as a liaison between the Administration Group and other departments to ensure smooth communication and collaboration.
• Perform other duties as assigned by the manager.

Qualifications:

• Bachelor’s degree in Business Administration, Management, or a related field. Advanced degrees or relevant certifications (e.g., Certified Administrative Professional) are acceptable.
• Minimum of 5 years of experience in administrative management, with at least 2 years in a senior leadership or supervisory role.
• Proven experience in managing teams and overseeing complex administrative functions.
• Excellent Microsoft Office skills are required.
• Project management experience, including estimating and schedule development, is preferred.
• Exceptional organizational and problem-solving skills, with strong attention to detail.
• Ability to work independently on assignments.
• Ability to handle sensitive and confidential information appropriately.
• Excellent communication and interpersonal skills, with the ability to interact effectively with executives, staff, customers, and vendors.
• Demonstrated ability to develop and implement strategic plans and manage change effectively.
• Flexible and able to respond efficiently and calmly to critical or stressful situations.