Office & Operations Manager, Japan
opswat · Tokyo Prefecture, Japan
Experience: 5+ years of experience
OPSWAT , a global leader in IT, OT , and ICS critical infrastructure cybersecurity, delivers an end-to-end platform that gives public and private sector organizations and enterprises the critical advantage needed to protect their complex networks, secure their devices, and ensure compliance. Over the last 20 years our commitment to innovative technology has earned the trust of more than 1,700 organizations, governments, and institutions globally, solidifying our role in protecting the world’s critical infrastructure and securing our way of life.
The Position
OPSWAT is a global cybersecurity leader in protecting the world’s critical infrastructure. Since 2002, we have helped organizations secure complex IT and OT environments through solutions focused on malware prevention, data security, device security, and secure file transfer.
Japan is one of OPSWAT’s fastest growing and most strategic markets. We are looking for an Office & Operations Manager to support our expanding team and ensure smooth office, procurement, inventory, and logistics operations.
Reporting to the Country Manager of Japan, this is a hands-on role requiring strong ownership, attention to detail, and the ability to work with local vendors and regional and global teams.
What You Will Be Doing
Office Operations
• Manage daily office operations, facilities, supplies, and workplace services.
• Coordinate building management, utilities, internet, security, cleaning, and maintenance of vendors.
• Support office access, seating, employee onboarding and offboarding, and asset allocation.
• Organize internal events, executive visits, customer meetings, and audits.
• Maintain office contracts, records, and documentation.
• Support workplace safety, emergency preparedness, and local compliance.
• Serve as the main point of contact for office-related matters.
Procurement and Vendor Management
• Procure office equipment, IT hardware, demonstration units, and packaging materials.
• Review quotations, negotiate terms, and coordinate purchase approvals.
• Manage supplier onboarding, contracts, purchase orders, and invoice documentation.
Inventory, and Logistics
• Coordinate the import of hardware, demo equipment, spare parts, and replacement units into Japan.
• Track inbound shipments and resolve delays, customs questions, or missing documents.
• Maintain accurate inventory records for assets, demo units, spare parts, and packaging materials.
• Customer and Partner Shipping
• Prepare and dispatch shipments to customers, partners, and employees across Japan.
• Coordinate domestic and international courier services.
• Coordinate repair, return, and replacement shipments.
• Maintain shipment and inventory movement records.
Business Support
• Support communication between Japanese vendors and regional or global stakeholders.
• Assist with Japanese and English administrative documents and vendor communications.
• Improve operational processes, controls, service quality, and cost efficiency.
• What We Need from You
• 5+ years of experience in office administration, operations, procurement, supply chain, or logistics.
• Native Japanese and business-level English.
• Experience managing vendors, quotations, contracts, purchase orders, and invoices.
• Experience with inventory, company assets, courier services, or customer shipments.
• A hands-on, service-oriented, and accountable working style.
• Based in Tokyo and able to work from the OPSWAT office (2-11-6 Kanda-Nishikicho, Chiyoda-ku, Tokyo).
It Would Be Nice if You Had
• Experience importing hardware or electronics into Japan.
• Experience working with freight forwarders, customs brokers, or international couriers.
• Experience in technology, cybersecurity, startup, or multinational companies.
• Experience supporting office expansion or relocation.
OPSWAT is an equal opportunity employer. We celebrate diversity and are committed to providing an environment where equal employment opportunities are extended to all employees and applicants, free of discrimination and harassment of any type. All employment decisions are based on individual qualifications, job requirements, and business needs without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other category protected by federal, state, or local laws.
Recruiting Agencies: we do not accept unsolicited resumes from third party agencies for any of our open positions. To submit resumes for our jobs, there must be a recruiting contract approved by our legal team and endorsed by both parties. We are currently not accepting additional 3rd party agencies at this time.
The Position
OPSWAT is a global cybersecurity leader in protecting the world’s critical infrastructure. Since 2002, we have helped organizations secure complex IT and OT environments through solutions focused on malware prevention, data security, device security, and secure file transfer.
Japan is one of OPSWAT’s fastest growing and most strategic markets. We are looking for an Office & Operations Manager to support our expanding team and ensure smooth office, procurement, inventory, and logistics operations.
Reporting to the Country Manager of Japan, this is a hands-on role requiring strong ownership, attention to detail, and the ability to work with local vendors and regional and global teams.
What You Will Be Doing
Office Operations
• Manage daily office operations, facilities, supplies, and workplace services.
• Coordinate building management, utilities, internet, security, cleaning, and maintenance of vendors.
• Support office access, seating, employee onboarding and offboarding, and asset allocation.
• Organize internal events, executive visits, customer meetings, and audits.
• Maintain office contracts, records, and documentation.
• Support workplace safety, emergency preparedness, and local compliance.
• Serve as the main point of contact for office-related matters.
Procurement and Vendor Management
• Procure office equipment, IT hardware, demonstration units, and packaging materials.
• Review quotations, negotiate terms, and coordinate purchase approvals.
• Manage supplier onboarding, contracts, purchase orders, and invoice documentation.
Inventory, and Logistics
• Coordinate the import of hardware, demo equipment, spare parts, and replacement units into Japan.
• Track inbound shipments and resolve delays, customs questions, or missing documents.
• Maintain accurate inventory records for assets, demo units, spare parts, and packaging materials.
• Customer and Partner Shipping
• Prepare and dispatch shipments to customers, partners, and employees across Japan.
• Coordinate domestic and international courier services.
• Coordinate repair, return, and replacement shipments.
• Maintain shipment and inventory movement records.
Business Support
• Support communication between Japanese vendors and regional or global stakeholders.
• Assist with Japanese and English administrative documents and vendor communications.
• Improve operational processes, controls, service quality, and cost efficiency.
• What We Need from You
• 5+ years of experience in office administration, operations, procurement, supply chain, or logistics.
• Native Japanese and business-level English.
• Experience managing vendors, quotations, contracts, purchase orders, and invoices.
• Experience with inventory, company assets, courier services, or customer shipments.
• A hands-on, service-oriented, and accountable working style.
• Based in Tokyo and able to work from the OPSWAT office (2-11-6 Kanda-Nishikicho, Chiyoda-ku, Tokyo).
It Would Be Nice if You Had
• Experience importing hardware or electronics into Japan.
• Experience working with freight forwarders, customs brokers, or international couriers.
• Experience in technology, cybersecurity, startup, or multinational companies.
• Experience supporting office expansion or relocation.
OPSWAT is an equal opportunity employer. We celebrate diversity and are committed to providing an environment where equal employment opportunities are extended to all employees and applicants, free of discrimination and harassment of any type. All employment decisions are based on individual qualifications, job requirements, and business needs without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other category protected by federal, state, or local laws.
Recruiting Agencies: we do not accept unsolicited resumes from third party agencies for any of our open positions. To submit resumes for our jobs, there must be a recruiting contract approved by our legal team and endorsed by both parties. We are currently not accepting additional 3rd party agencies at this time.