Workplace Support Assistant (Office Admin)

Third Bridge is a leading global research firm established in 2007, with a team of over 1,500 employees worldwide dedicated to fueling decisions with expert insights. We accelerate and enhance decision-making for investors and business leaders by unearthing unique expert insights across multiple sectors, geographies, and topics.

For nearly 20 years, we’ve helped clients access knowledge on demand from experts, in-person and through our Library covering over 65,000 companies.

Based at our Tokyo office, the Workplace Support Assistant is an essential member of the Workplace Management team. We are looking for someone who can assist with the running of a fast-paced office. Someone who will relish the daily challenges of the department, who can follow and maintain processes and procedures in order to keep the office running smoothly, and who isn’t afraid to roll up their sleeves.

Reporting to the Regional Workplace Support Manager, the main responsibilities of this role will include but are not limited to:

• Ensuring service level agreements with 3rd third-party custodial vendor are met
• Communications with external suppliers, partners, and internal teams
• Working closely with the Workplace Management team to ensure high standards across the office
• Answering the main reception phone and directing calls
• Meeting and greeting guests
• Being the first point of contact for the building porter, etc.
• Taking receipt of and distributing post and deliveries, coordinating outgoing mail
• Maintaining stock levels of food and stationery, ordering/taking receipt of deliveries/allocating stock to kitchen/store cupboard
• Setting up and assisting with in office social events
• Liaising with maintenance people and other vendors when they are scheduled to complete works in the office
• Coordinating desks and IT equipment for onboarding/offboarding employees
• Provide remote support for Seoul office
• Other office administrative tasks as needed

Qualifications

• Experience with office coordination, health and safety, and facilities would be advantageous
• Highly organised with a keen eye for detail
• The ability to establish strong relationships with suppliers and colleagues
• Ability to learn quickly and jump in where needed
• A proven ability to work in an extremely fast-paced environment
• Excellent written and verbal communication
• Ability to make decisions quickly and sort complex, competing priorities
• Ability to keep calm in the face of fast change or urgent demands
• Ability to interact with senior executives and all levels of the organisation