{"id":1555701,"url":"https://alion.io/job/citco-fund-services-office-manager","title":"Fund Services.Office Manager","company":{"id":1907202,"name":"Citco","domain":"citco.com","url":"https://alion.io/company/citco","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Oracle","truth_index":{"grade":"B","score":76,"open_postings":96,"ghost_share":0,"stale_share":0.958,"repost_share":0,"time_to_fill_p50_days":33,"computed_at":"2026-10-20T05:45:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Tokyo, Japan"],"countries":["JP"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":21000,"max_usd":49000,"period":"year","method":"role_country_seniority_unknown","sample_n":26},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-09-30T10:41:32Z","employer_posted_date":"2026-09-30","last_verified_at":"2026-10-20T21:21:15Z","board_verified":true,"closed_at":null,"days_open":20,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":20},"description":"The Role\nThe Office Manager will take ownership of the office environment, ensuring that it remains professional, efficient and well organised as the team grows.\nThis is a hands-on position covering reception, facilities, pantry and office supplies, general administration and coordination with the firm’s regional and international offices. The successful candidate will be comfortable managing daily operational details while anticipating the requirements of a growing office.\nKey Responsibilities\nOffice and Facilities Management\nManage the daily operations and general upkeep of the Toranomon office.\nEnsure that the reception, meeting rooms, pantry and shared areas remain professional, organised and appropriately stocked.\nManage office supplies, pantry items, sundries, equipment and other workplace requirements.\nCoordinate with the building management, contractors and external vendors regarding maintenance, repairs, cleaning, security and office services.\nSupport workspace planning and office arrangements as headcount increases.\nMaintain relevant office records, vendor contracts and administrative documentation.\nMonitor office-related expenditure and assist with invoice processing and budget tracking.\nReception and Administrative Support\nWelcome visitors and provide a professional first point of contact for the Tokyo office.\nManage incoming calls, correspondence, deliveries and couriers.\nCoordinate meeting rooms, refreshments and logistical arrangements for internal and external meetings.\nProvide general administrative and coordination support to the local management team and employees.\nAssist with travel arrangements, corporate events, employee activities and visiting colleagues when required.\nHandle confidential company and employee information with appropriate discretion.\nEmployee and Cross-Border Coordination\nSupport the practical office arrangements required for new joiners, including workstations, access passes, equipment and introductory office information.\nLiaise with internal stakeholders across Japan and the firm’s other international offices.\nCoordinate administrative matters involving multiple offices, time zones and jurisdictions.\nWork closely with functions such as Human Resources, Finance, IT, Compliance and Operations to support local office requirements.\nHelp establish consistent office procedures and improve administrative processes as the Tokyo team expands.\nCandidate Profile\nPrior experience in office management, facilities coordination, administration, workplace operations or a related position.\nExperience supporting a growing office or working within an international organisation would be advantageous.\nProfessional-level Japanese proficiency, including the ability to communicate effectively with local vendors, building management and Japanese-speaking stakeholders.\nBusiness-level English proficiency, with the ability to coordinate confidently with colleagues in international offices.\nStrong organisational skills with the ability to manage multiple priorities and follow through on operational matters.\nProactive and hands-on approach, with the ability to identify office requirements before they become operational issues.\nProfessional, approachable and service-oriented manner.\nStrong attention to detail and a high level of discretion.\nComfortable working independently while collaborating across different functions and jurisdictions.\nProficiency in Microsoft Office and familiarity with common workplace and administrative systems.\nPreferred Experience\nExperience within financial services, fund administration, asset management, professional services or another regulated international environment.\nExperience supporting office expansion, relocation, fit-out or headcount growth.\nFamiliarity with vendor management, invoice coordination and office budget administration","description_format":"text","description_chars":3847,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"Japanese","level":"Advanced (C1)","optional":false},{"language":"English","level":"Advanced (C1)","optional":false}]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":true,"industries":["Custody & Fund Administration"],"lifecycle":[{"event":"open","at":"2026-10-01T01:55:15Z"}],"visa":[],"liveness":{"score":45,"band":"ok","label":"Likely open","p_open":1,"p_active":0.496,"p_room":0.9,"age_days":19,"expected_fill_days":33,"reasons":["conf:4","stale_co","velocity","win:mid","comp:brand"],"computed_at":"2026-10-20T05:45:00Z"},"pay":null,"html_url":"https://alion.io/job/citco-fund-services-office-manager","json_url":"https://alion.io/job/citco-fund-services-office-manager.json","meta":{"generated_at":"2026-10-21T00:28:15Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":701,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-22T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":1907202},"rest":"https://alion.io/mcp/rest/get_company?id=1907202"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fcitco-fund-services-office-manager"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fcitco-fund-services-office-manager"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fcitco-fund-services-office-manager"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/citco-fund-services-office-manager\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fcitco-fund-services-office-manager"}]}