Job Summary

The Property and Maintenance Administrative Assistant job at Rhythm Japan provides administrative support to the Property & Maintenance department, helping maintain smooth operations and an efficient workflow.

This Property and Maintenance Administrative Assistant role supports staff accommodation, stores, and properties through document management, contract and service administration, purchasing, recordkeeping, and coordination with contractors and internal departments.

The position requires proficiency in Japanese and conversational English, as well as a valid driver’s licence for travel between company properties.

About Rhythm Japan

Rhythm Japan focuses on creating memorable experiences for its customers while fostering working and living environments that encourage innovation, adventure, and balance.

The company places its people at the centre of its operations and aims to provide employees with an experience that extends beyond the traditional workplace.

About the Role

As the Property and Maintenance Administrative Assistant, you will provide administrative assistance to the department while serving as a key liaison between internal and external stakeholders.

The role supports the Property & Maintenance Coordinator and Property Coordinator with activities relating to staff accommodation, stores, and properties.

Duties include processing insurance and utilities, maintaining documentation and filing systems, coordinating on-site meetings with contractors, and assisting with property-related administrative requirements.

Key Responsibilities

Administrative Tasks

Responsibilities include:

• Scanning and filing documents
• Maintaining office organisation
• Handling phone calls
• Creating and updating spreadsheets and databases
• Purchasing requested items and supplies
• Communicating with different departments

Contract & Service Management

The Property and Maintenance Administrative Assistant role supports the administration of property-related contracts and services.

Responsibilities include:

• Managing property-related contracts
• Managing utilities and internet services
• Supporting insurance administration
• Managing other property-related services

Document Management

Responsibilities include:

• Managing expense reports
• Supporting key management
• Maintaining organised property and administrative documentation

Property & Facility Support

Responsibilities include:

• Communicating staff requests and property-related issues to the appropriate teams
• Assisting with follow-up on staff requests and outstanding issues
• Supporting administrative requirements relating to staff accommodation, stores, and properties
• Coordinating with contractors where required

Coordination & General Support

Responsibilities include:

• Performing other administrative duties as assigned
• Handling phone calls relating to accidents and emergencies
• Supporting communication between staff members, contractors, suppliers, and departments

Requirements

Candidates applying for the Property and Maintenance Administrative Assistant job should demonstrate:

• Experience with general administrative tasks
• Experience with document management, scanning, filing, and data entry
• Ability to create and update spreadsheets
• Basic Google Sheets skills are preferred
• Ability to maintain accurate and organised records
• Strong organisational and workload management skills
• Ability to manage multiple tasks and prioritise responsibilities
• Ability to adapt to changing business requirements during busy periods
• Strong problem-solving skills
• Ability to coordinate with relevant teams and suppliers to resolve administrative and property-related matters
• Strong communication and teamwork skills
• Ability to communicate effectively with staff, contractors, and different departments
• A proactive approach and strong attention to detail
• Ability to track requests, manage documentation, and follow up on outstanding tasks
• A valid standard driver’s licence; automatic transmission is accepted

The position may require overtime.

Language Requirements

Candidates must:

• Be able to write sentences in Japanese
• Be able to hold daily conversations in English

Salary and Start Date

The position offers:

• Starting pay of JPY 1,750 per hour
• October 1 start date

How to apply

Apply online at: https://www.linkedin.com/jobs/view/4453585509/

Original listing source: LinkedIn / External recruitment platform.