Drake Business Services Asia is a leading Managed Services with offices across APAC, helping our clients to focus on what they do best.
The Operations & Admin Executive role requires an individual to support the Operations, Finance and HR functions in the company with the below scope of work. Candidate will be reporting to the Country Director of Japan, and dotted line to HR Manager of Singapore & Japan, who is in Singapore.
Type: Permanent
Shift: Day (Mon-Fri, 9:00 AM-6:00 PM)
Setup: Onsite
Location: Kamiyacho Trust Tower, Toranomon, Minatu-ku
Responsibilities:
Operations
• Provide support with on-site operations, with ad-hoc coverage of mailroom and/or receptionist duties
Recruitment, Onboarding & Offboarding
• Maintain Head Count Requisition Form and update closure.
• Manage full cycle of recruitment and selection, including pre-screening, arranging interviews and onboarding procedures
• Complete pre-onboarding per SPS and Client’s onboarding standards.
• Perform reference checks for candidates.
• Initiate background checks to all new staff in accordance to Company and client’s requirements.
• Collect NDAs and company documents to be signed by staff
• Responsible for all work pass applications and renewals process
• Attend to employee queries with regards to their benefits and remuneration at best effort basis
• Responsible for offboarding and employee exits
Training
• Trigger induction training for new employees and annual refresher’s training
• Administer external training related matters including coordination, course registration, update and maintain training records
Employee Engagement and Satisfaction
• Provide support to the Staff Engagement Committee – Townhall Meetings, Festive Celebrations, Team Building, Monthly get-togethers for HQ Staff, Quarterly Staff Award, Annual Dinner, and Long Service Award Presentations.
• Facilitate Engagement surveys annually (results are generated by external vendor)
• Maintain Life & News pitch under Beekeeper streams, post communication with regards to company news and updates.
Office Management
• Be the point of contact for any office matter with shared office.
• Maintain and organize administrative documents and records.
• Prepare and post internal communications as needed.
Revenue/Expense Management
• Liaise with payroll vendor with regards to processing of monthly payroll, submitting monthly changes and documents and information relating to statutory contributions and employee income tax if required
• Assist in the procurement of vendors and services when required both for the Company itself and client service contracts. Raise requisitions, support contract management, and prepare purchase orders. Send supplier invoices to Finance at timely manner.
• Assist client web-system for supplier registration and invoicing.
• Verify staff expenses via the expense claim system.
Other Tasks:
• Assist HR Manager with HR documentations and policies implementation including localization
• Handle queries on HR related matters from employees
• Submission of monthly HR Reports
• Perform mailroom/reception/service desk duties as required to cover client operation
• Other ad-hoc duties as assigned by HR Manager
Future scope of work may include following tasks until Japan entity reaches certain point when HR and
Finance functions are fully insourced, and both HR and Finance have dedicated resources.
Payroll Administration:
• Close monthly time attendance data and process monthly payroll and generate report or liaise with Payroll supplier
• Verify and process claims of employees
• Liaise with Finance/Finance supplier on the payroll submission matters
Project Management:
• Supplier selection and prepare approval document
Qualifications:
The ideal candidate will display the following knowledge, skills and qualities:
• Diploma in Human Resources or relevant qualifications
• Minimum 2 years of work experience in an HR Generalist/Operations role
• Native in Japanese, proficient in English
• Competent use of Microsoft Office: Excel, Word, PowerPoint, web-based system
• Nice to Have: Experience for Talent Acquisition, HRBP, HR Operation, and Procurement Admin. Social and Labor consultant
• Able to work independently with minimum supervision
• Ability to work under stress, multi-tasking and adaptability. Able to prioritize and meet tight deadlines
• Highly motivated, team-player and resourceful
• Ability to work with ambiguity
• Be able to work accurately even under pressure, paying attention to detail and ensure tasks are completed on time.
If you are a proactive and detail-oriented professional who thrives in a dynamic, multi-functional role, we’d love to hear from you! Join a supportive, forward-thinking team that values collaboration, ownership, and continuous growth. This is a great opportunity to contribute meaningfully to our Japan operations while working closely with regional teams across APAC.
About the Company
Drake Business Services Asia (DBSA) is the official provider of Swiss Post Solutions’ (SPS) services and technology in Asia Pacific Countries including Australia, Philippines, Japan, Korea, Singapore, and Taiwan. DBSA is a joint venture with Drake International which has been in business for 60 years and brings a wealth of expertise in all aspects of human resource management as well as extensive local presence and expertise in the Asia Pacific Market. Drake and SPS create a unique combination that has proven to deliver differentiated value to clients in Asia Pacific.
DBSA’s value proposition is to achieve service improvements and sustainable cost reductions through better use of resources and replacement of manual processes with leading edge technology solutions. Swiss Post Solutions (SPS) is a global leader in the provision of document and business process outsourcing services to public and private sector organizations. With around 7,000 people working across Europe, North America, the Middle East and Asia and with access to an extensive partner network, we can offer access to a logistics network that spans the globe.
As a group, SPS has global reach currently providing physical and digital solutions across 16 countries. SPS is the 3rd largest provider of mailroom services in the world and currently manages more than 250 onsite mailrooms, handles 3.2 million customer calls, 23 million personalized calls and more than 1 billion personalized mailings for clients worldwide. SPS monitors developments in the digital world, at the same time facilitating the coexistence of physical and electronic information carriers. Its aim is to simplify communication between companies and their customers. With its “Swiss Post” brand, SPS represents innovation, dynamism and flexibility.