Practice Group / Department:

Fee-earners Team 1 Leadership - Tokyo

Job Description

We're Norton Rose Fulbright - a global law firm with over 50 offices and 7,000 employees worldwide. We provide the world’s preeminent corporations and financial institutions with a full business law service. At Norton Rose Fulbright, our strategy and our culture are closely entwined. We know that our expansion will mean little unless it is underpinned by truly global collaboration and we understand that pioneering work only takes place when our people have room to move and think beyond boundaries. As well as the relevant skills and experience, we're looking for people who are innovative, commercial and value the work that they do. 

Position Overview

The People and Culture Manager role is a broad, operational, and strategic HR role. The overall purpose of the role is to provide operational and strategic human resource management advice and support to partners, managers and staff in the Tokyo office, to work closely with the Head of People & Culture, Asia and COO, South East Asia and Japan to develop and implement HR strategy and to work with and influence key stakeholders and partners to improve business performance by identifying areas for improvement and facilitating change initiatives.

An Office Manager is responsible for overseeing day-to-day operations, managing administrative processes, coordinating office resources and supplies, supervising support staff, maintaining vendor and service provider relationships, and ensuring efficient systems and procedures are in place to support the smooth functioning of the office.

Reporting

The People and Culture Manager, reports to the Head of People & Culture, Asia on a day to day basis, as well as working closely with the COO, South East Asia and Head of Tokyo and other partners as required.

Key Responsibilities

HR Operations

• Monitor internal HR systems and databases
• Manage employee indicative data (e.g. new hires requisitions, terminations, change of status, etc.)
• Oversee employee information collection, analysis and reporting, implement and track programmes/processes to ensure that records are accurate, accessible, and appropriately secure, and the data retrieval and reporting capabilities so as to meet the needs of legal compliance, regulations and the firm’s policy requirements
• Design implement and maintain HR administration and activities associated with employee information
• Seek and evaluate opportunities for continuous improvement for HR processes
• Oversee internal auditing and quality control efforts and is the point of contact for HR related audits
• Work with EMEA P&C team to ensure the delivery of HR projects on time and within budget, resource and policy
• Ensure spend against the HR budget is managed appropriately

Office Operations

• Oversee and manage daily office operations, including scheduling, correspondence, and general administrative functions.
• Maintain office systems, policies, and procedures to ensure efficiency and compliance with company standards.
• Manage relationships with vendors, service providers, and contractors, including procurement and contract administration.
• Supervise and support administrative staff, providing guidance, training, and performance management as needed.
• Oversee office facilities, supplies, and equipment to ensure a well-organized, safe, and productive work environment.

Employee Relations

• Develop, update and implement various HR related policies, procedures and practices, e.g. maternity, mentoring, equal opportunities, headcount management and dismissal.

Business Partnering

• A strategic business partner within the office who contributes to business planning and strategic discussions by advising on people challenges/employment related issues
• Ensure the HR strategy supports the objectives and goals of the Tokyo office and is aligned to the EMEA HR strategy
• Is the “go to” person on all local HR issues

Secretarial management

• Responsibility for the day to day management of the secretarial team, including setting and reviewing performance objectives on a regular basis.

Recruitment

• Work with the Tokyo partners to develop strategies to enhance the Norton Rose Fulbright employer brand in the Japan market.
• Develop and implement direct hiring strategies.
• Manage recruitment process e.g. internal and external hire process, background and compliance check monitoring, employment visa application/renewal and issuance of new hire paperwork.
• Manage the new joiners induction programme.

Performance Management

• Support the associate and staff appraisal process (called Roadmap)
• Work with the Partners and Heads of department to ensure that the outcome of appraisals is positive and meaningful
• Assist partners in the delivery of effective performance management based discussions
• Identify training needs and liaise with the EMEA L&D team to highlight training needs
• Work with EMEA L&D colleagues to ensure the key people managing the business areas covered have the right skills, experience and knowledge to manage people effectively and to help and support them when gaps are identified.
• Facilitate discussions with partners and mangers on managing our best talent as well as dealing with underperforming employees
• Working closely with the head of office to ensure that all new partners who join the office are properly inducted and integrated to the Tokyo office and the wider firm

Diversity and Inclusion

• Work with other EMEA P&C colleagues in the practice to ensure DE&I principles are embedded in the cultures of the business areas covered and assist in applying any agreed programmes and initiatives
• Promote an inclusive work environment by leveraging the firm-wide DE&I programmes to create a greater sense of uniqueness and belonging
• Point person for DE&I projects

Engagement

• Manage the Engagement Survey process for the Tokyo office
• Work with the business to formulate a strategy and propose and deliver initiatives to improve employee engagement

Regulatory

• Manage annual Practising Certificate renewals and ensure all fee-earners are compliant with relevant Law Society and Bar Associations
• Manage foreign lawyer registrations as appropriate for the Tokyo office
• Manage work/visa permits for new hires
• Work visa extensions and terminations
• Keep abreast of any changes to the policies with the Immigration department and Labor law

Pay, Payroll and Benefits

• Handle monthly payroll calculations and payment of salaries
• Manage the annual salary and bonus review process to ensure the firm’s goals are achieved in recognizing the performance of our best people
• Keep abreast of market and industry intelligence in relation to pay and benefits
• Sound knowledge of all Corporate benefit packages, e.g. private medical insurance, pensions and life insurance
• Organise, negotiate and administer the insurance plans for the Tokyo office
• Oversee all payroll related information passing on to the Finance Department and the payroll vendor correctly

Skills and Attributes

• An experienced People & Culture manager with an undergraduate degree in a relevant field at a top tier international organisation, preferably in professional service practice
• Good commercial judgment and analytical, planning, influencing and implementation skills
• Knowledge and experience in local employment law, compensation and regulations
• Experience in the administration and compensation programmes
• Strong communication skills in both English and Japanese
• People skills – must be able to liaise with all levels of staff; proven ‘hands on’ organization skills; self- motivated and service orientated
• A proactive and ‘can do’ attitude
• Attention to detail
• Resilience and tenacity
• Proven ability to manage a demanding workload and conflicting priorities

Diversity, Equity and Inclusion

To attract the best people, we strive to create a diverse and inclusive environment where everyone can bring their whole selves to work, have a sense of belonging, and realize their full career potential. 
Our new enabled work model allows our people to have more flexibility in the way they choose to work from both the office and a remote location, while continuing to deliver the highest standards of service. We offer a range of family friendly and inclusive employment policies and provide access to programmes and services aimed at nurturing our people’s health and overall wellbeing. Find more about Diversity, Equity and Inclusion here.

We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams. We strive to create an inclusive and accessible recruitment process for all candidates. If you require any tailored adjustments or accommodations, please let us know here.