Office Administrative Assistant

About Liferay

Liferay is a uniquely profitable B2B enterprise software company with 1,000+ fiery-eyed employees all across Europe, the Americas, the Middle East, Asia, and Africa. As a renowned provider of enterprise open source technologies, we have been recognized by Gartner for empowering businesses around the world to solve complex digital challenges.  Liferay’s all-in-one platform unites Liferay DXP with our cloud platform capabilities, built-in analytics, and commerce functionality, reducing time to market and accelerating innovation. Our customer roster includes global companies such as Airbus, US Bank, Honda, and Desjardins.

But we don’t just make awesome software, we are also fueled by a greater-than-profit vision. By building a vibrant business, making technology useful, and investing in communities, we make it possible for people to reach their full potential to serve others. This commitment extends beyond our product; Liferay donates 10% of our profits to charities around the world. Oh, we’re also self-funded which gives us the freedom to work on whatever we think brings the most value to customers and communities in the long run!

About You and this Role

Your goal is to manage the facility to facilitate business needs - from maintaining a functional and clean office space to providing a place for employees to enjoy while building collaboration and community. As the Liferay Japan advocate, you will be responsible for managing the value the external vendors bring to the company.

Like many roles at Liferay, this is a generalist role that will stretch your skillset and be best enjoyed with a large dose of flexibility. In this role, you have a tremendous opportunity to create a delightful workspace for our Tokyo employees and impact the health of Liferay as a global company.

Key Objectives

• Ensure a working environment that is representative of Liferay’s mission and culture
• Proactive in overseeing the operations and maintenance of the building
• Represent Liferay’s values as you interact with building contractors, vendors and employees to ensure the facility facilitates business needs.

Key Responsibilities

Environment

• Send and receive mail and packages for the building; sort and distribute as needed
• Purchase and stock all needed building supplies, including kitchen-related items, snacks, and beverages; optimize for cost savings where possible
• Manage general office upkeep, including cleanliness,  furniture and IT equipment, ensuring facilities meets all standards and codes; schedule routine maintenance and upgrades as necessary
• Coordinate and manage all building and equipment related vendor relationships
• Support the People team in office related matters, assisting in preparation for internal and external events and guests
• Administrate and coordinate building safety requirements including fire safety and evacuation training and procedures
• Coordinate with the global IT department to procure, collect, and setup equipment for new and departing employees, including imaging employee workstations

Finance Administration

• Accounts Payable: Posting of vendor invoices, coordinate vendor payments, tax payments and cash applications process
• Accounts Receivable: Issue sales invoices, manage cash collections and accurately update each status on internal systems
• Coordinate with Dublin Finance team on bank reconciliation and corporate credit card management
• Work closely with external accounting provider

Required Qualifications

• Able to work 20 hours per week  (Working hours 10:00 - 15:00 with 1 hour break, Monday to Friday)
• Possesses basic knowledge of office administration, facilities management, and invoice management.
• Proactivity, flexibility, reliability and excellent communication skills.
• Strong organizational skills and meticulous attention to detail, with proficiency in standard office software (G Suite/Microsoft Office).
• Business level fluency in English and Japanese, both written and verbal,  to effectively support the local team and communicate with global departments.
• Experience in managing external vendors, purchasing and coordinating logistics (e.g., shipping/receiving)
• Demonstrated ability to handle basic issues and problems and refer more complex issues to higher-level staff.

What We Offer

• Opportunities to take responsibility, grow professionally, and Stay Nerdy
• A positive and collaborative work culture
• Working at a leading open-source company

Equal Opportunities Employer - Statement

Liferay is committed to the equal treatment of all candidates, customers and employees and to fostering a culture of dignity at work. Our operating procedure provides for equal opportunities in recruitment and employment with the aim to eliminate discrimination against any job applicant or employee on the basis of race, age, sexual orientation, gender, religion or beliefs, marital or civil partnerships status, family or dependency status, disability, pregnancy and maternity or membership of a traveling community.
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