You know the moment. It’s the first notes of that song you love, the intro to your favorite movie, or simply the sound of someone you love saying “hello.” It’s in these moments that sound matters most. 

At Bose, we believe sound is the most powerful force on earth. We’ve dedicated ourselves to improving it for nearly 60 years. And we’re passionate down to our bones about making whatever you’re listening to a little more magical. 

At Bose, we are entirely self-funded, and enabling growth year after year takes careful planning, talent, capability, and passion. Through a broad variety of specialties and disciplines, the Finance team enables the business to make the decisions and investments, at the right times, to ensure the long-term financial viability of the company.

Job Description

Workplace Service specialist/Office manager

Job Summary: The Workplace Services Specialist is responsible for ensuring the smooth operation and management of office services, including reception, mail handling, office supplies, and facility management. This role supports the overall efficiency and functionality of the workplace, contributing to a positive and productive work environment. Also this position works closely with HR, Finance and other functions or locations to support for employee’s activities at office

Key Responsibilities:

Reception and Phone Handling:

• Manage reception desk and handle incoming calls.
• Direct external calls to the appropriate departments.

Mail and Shipping:

• Receive, sort, and distribute incoming mail and packages.
• Handle outgoing shipments and deliveries.
• Make sure mailing area is clean and in order
• Pitney Bows(postage meter) management: rental contract, Consumables replenishment, monthly payment management

Office Supplies Management:

• Manage and support the purchase of office supplies and consumables.
• Maintain inventory and ensure timely replenishment of supplies.
• Manage the vendor contracts and invoice processing

Café Services:

• Manage contracts and inventory for water, coffee, tea, and other beverages.
• Oversee vending machine contracts and product replenishment.

Multifunction Printer Management:

• Maintain and troubleshoot multifunction printers.
• Ensure paper and toner supplies are stocked.

Facility Management:

• Coordinate office furniture and equipment maintenance.
• Manage office lease contracts and parking lot agreements for each locations.

  Manage building cards with Bose security for each employee

  Building Blackout operation

• Oversee fire and disaster management according to the law, including drills and emergency supplies.

Security Management:

• Manage security systems and access cards.
• Coordinate with building security for card issuance and cancellation.

Employee Services:

• Support employee activities such as townhall meeting, engagement events or other gathering events.
• Support for the preparation and administration of visitors activities in Japan from Bose other countries
• Manage corporate cards, mobile phone rentals, and Wi-Fi router contracts.
• Support business travel administration

  Coordinate business travel vendor’s contract, invoice processing

  Coordinate and support Overseas travel insurance or other related things

• Manage and support for all Visa related matters
  • Contact point of local hotel contracts where applicable
  • Coordinate employee housing contracts in place and relocation arrangements.
  • Manage Company registration - Get Company register letter and Seal certificate at legal affairs bureau and manage the inventory at office
  • Arranging Condolence Telegrams and Flowers, and Processing Invoices for Ceremonial Occasions.

Company Car

• Manage all the company rental car – contracts, legal annual inspections and vehicle inspections, invoice processing, other maintenance, and handling car  accidents.
• Driver’s list management : Check each driver’s license for all possible employee who drive company cars, and maintain the list according to the law
• Gass Card management
• ETC(a electronic card to automatically pay tolls on highway and expressways) card management and invoice processing

Health and Safety:

• Support EHS activities such as promoting health checkups and industrial physician consultations.
• Oversee mental health initiatives and first aid kit/AED management.

Qualifications:

• Bachelor’s degree in Business Administration, Facilities Management, or related field.
• Proven experience in office management or workplace services.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite.

Preferred Qualifications:

• Experience with facility management software.
• Knowledge of health and safety regulations.
• Ability to handle confidential information with discretion.

Working Conditions:

• Office environment with occasional travel to other office locations.
• May require lifting and moving office supplies and equipment.

Our goal is to create an atmosphere where every candidate feels supported and empowered in the interviewing process. Diversity and inclusion are integral to our success, and we believe that providing reasonable accommodation is not only a legal obligation but also a fundamental aspect of our commitment to being an employer of choice. We recognize that individuals may have different needs and requirements based on their abilities, and we provide reasonable accommodations to ensure ideal conditions are met during the application process.