Workplace Site Manager

Department: Workplace Tokyo-161

The Workplace Site Manager is responsible for overseeing the daily operations, maintenance, and overall functionality of our Tokyo office, as well as supporting smaller service offices in the Asia-Pacific region. This role ensures a safe, efficient, and well-managed environment that supports business operations, employee productivity, and amplifies Okta’s mission, values, and culture. The Workplace Site Manager coordinates with vendors, manages facilities, and acts as the key point of contact for all site-related matters.

We seek a bilingual candidate, fluent in both Japanese and English language, who will champion Okta’s core values (Love our customers, Always secure. Always on., Build and own it, and Drive what's next) and add to our company culture.

The ideal candidate is customer service oriented, is able to build relationships with key stakeholders and executive leadership from diverse backgrounds and cultures, is able to curate and manage culture initiatives, has a good attention to detail and has budget management experience.
This is a full-time role based in our beautiful office in Shibuya, Tokyo, reporting into the Regional Senior Manager, APJ. While we offer dynamic workplace policies that enable our employees to work from anywhere, this role requires you to be in the office.

Key Responsibilities:
Site Operations Management

• Oversee day-to-day site operations and ensure offices are running smoothly
• Manage our lunch and snack program, in-office culture events, and all other programs
  and services as needed
• Monitor facility performance and address operational issues promptly
• Ensure compliance with company policies and local regulations
• Oversee and manage service offices and/or programs for remote employees within APJ,
  as and when required

Facilities & Maintenance

• Manage office maintenance/repair activities and building access
• Coordinate with landlords, contractors, service providers and vendors
• Conduct regular site inspections to ensure standards are met

Health, Safety & Compliance

• Ensure workplace health and safety standards are maintained
• Implement and monitor emergency preparedness procedures
• Conduct risk assessments and ensure compliance with legal requirements

Vendor & Contract Management

• Manage external vendors and contractors
• Monitor vendor performance and ensure service level agreements are met
• Control costs and ensure budget adherence

Workplace Experience

• Maintain a clean, safe and productive work environment
• Address employee concerns related to the workplace
• Support workplace initiatives and improvements
• Support visiting employees to our offices

Space & Resource Management

• Manage space allocation and utilization
• Oversee workplace resources, assets and supplies
• Support office moves, expansions, reconfigurations and/or decommissioning works
• Support our international team by assisting as a local point of contact for our realtors
  and/or landlords

Reporting & Administration

• Maintain records of maintenance, incidents, and compliance activities
• Prepare reports on site performance and operational metrics as needed
• Maintain and manage workplace budgets for your sites, including but not limited to
  forecasts, accruals, operational budgets etc.
• Support audits and inspections
• Work closely with the APJ and Global Operations Workplace team to drive visions,
  methods, and targets.
• Oversee and manage service offices and/or programs for remote employees within APJ,
  as and when required.

Preferred Qualifications & Skills

• A minimum of 3+ years of workplace/facilities management experience
• The position is expected to be in office 5 days per week, occasional exceptions for
  flexibility can be discussed
• Has strong management skills, and experience working with diverse cross-functional teams
• A proven ability to be a self-starter capable of driving results without significant supervision
• Exceptional organizational skills and financial acumen
• Strong ability to multi-task and has the ability to prioritize activities effectively while ensuring a high level of accuracy and attention to detail
• A background in Workplace Services focused on exceptional customer service and promoting a positive employee experience for employees, candidates, clients and vendors alike.
• Strong knowledge of systems and collaboration tools, including ServiceNow, GSuite, Slack, etc.
• Verbal and written communication skills in Japanese and English are required.

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