Main Purpose of Job:

The Residence Administrator fulfils a core role in the busy Ambassador’s Residence at the British Embassy in Tokyo, coordinating the management and maintenance of facilities, supporting staff with IT and branding requirements, and contributing to event delivery.

What the Jobholder will be Expected to Achieve:

This is an exciting opportunity to take on a central role in the busy Ambassador’s Residence, which will allow the jobholder to develop strong organisational, marketing, project and event management skills. This is a new role, which will require flexibility and enthusiasm as it becomes established within the team. You will gain experience in supporting the Embassy’s objectives and working with all sections across the UK’s Japan Network. You will be part of the Corporate Entertainment Team (CET), deputising for the Head of CET, and working closely with the Executive Chef, and Head Steward, as well as the other chefs and stewards.

We are a busy network and hold a large number of high-level diplomatic events throughout the year, including large garden parties, formal dinners, business functions, and seminars, as well as hosting frequent visits by government VIPs from the UK.

In the role, you will be expected to:

40% – Residence Administration

• Ensure Residence regular and annual maintenance is carried out, including liaising with suppliers and the Ambassador.
• Manage contract with cleaning company to ensure housekeepers clean the Residence to high standards.
• Manage provision of flowers and the Christmas tree.
• Ensure provision of specialist office supplies.
• Complete and maintain inventories – food, drinks, silverware, crockery, art, crisis stores (including returning / disposing of items no longer required) for annual sign-off by the Ambassador.
• Work with Health & Safety Officer, Security Manager, and Diversity & Inclusion Committee to ensure compliance and accessibility of the Residence and events.
• Manage Residence accommodation (3x VIP visitor bedrooms).

40% – Event Administration

• Monitor budgets for Corporate Entertainment Team and Income Generation events, working closely with events officer, lead teams and Head of CET.
• Support management of the busy Residence diary, including by managing booking of meetings in the Residence’s Library and Garden Room.
• Perform procurement activities in support of major events, in particular the largest event: the annual “King’s Birthday Party”.
• Provide a range of effective administrative support to the Corporate Entertainment Team, including managing the printing of menu card, place cards, and seating plans, liaising with lead teams for each event.

10% – Audio Visual and IT Support

• Provide audio-visual and IT support for events, including through upskilling colleagues to self-service where possible and working with Embassy IT team.
• Support an ongoing project to improve microphone facilities.
• Liaise with Embassy estates project team to ensure Residence requirements are captured (for temporary Residence and permanent refurbishment) and plans are in place for any Residence closedown period.

10% – Branding 

• Develop the Residence “brand” in support of the British government’s work in Japan, centred on excellence, working with event organisers and the marketing team to ensure consistency.

All staff are also expected to contribute to corporate activities including crisis response.

The successful candidate will be a well-organised self-starter and good team player with strong initiative, flexibility and enthusiasm, communications and IT skills and will work closely with the Ambassador’s Private Office team, the Visit and Events team, and across the wider network.

Resources Managed (staff and expenditure): 

• Jobholder will have oversight of expenditure on various elements of Residence upkeep and events.

• Strong interpersonal skills – being able to work in a team and quickly build relationships with colleagues, including senior diplomats, contractors, and external suppliers
• Strong time management and prioritisation skills, including carrying out multiple tasks with competing deadlines
• Discretion when dealing with VIPs
• Strong numeracy skills, including the ability to work with data, spreadsheets, and budgets
• Evidence of strong organisational skills and experience of logistics (either event planning, office management, or similar)
• Ability to quickly develop new skills, including budgeting and calendar management
• Strong IT skills Confidence with IT, in particular MS Office, including Excel, OneNote, Teams, or similar, as well as. experience using printers, and handling databases
• Experience in working in an English and Japanese speaking environment
• Strong desire to provide an excellent service in the Ambassador’s Residence

Language Requirements: 

• Japanese and English
• Level of language required: Business level fluency in English and Japanese