Operations and Talent Manager

Who We Are

 Why Authentic

 You’ll be able to access the resources and scale, while leveraging innovative technology and nimble environment. What we’re saying is, this isn’t your average day job. If you’re hungry to drive ideas into action and own your career, let’s chat. Our team is rapidly innovating to evolve and define the future of our brands. With the help of some of the brightest minds in retail, marketing, licensing, legal and more, we are building the intersection of digital and experiential marketing to help achieve that mission. We reimagine, evolve and transform brands! At Authentic, we foster an inclusive workplace where diversity of thought and expertise drive competitive advantage. Our global teams are built by go-getters who contribute unique perspectives and push the boundaries of creativity and innovation. Headquartered in New York City, Authentic has offices in major metropolitan cities including Los Angeles and Miami, as well as Toronto, Mexico City, London, and Shanghai.

What You’ll Do

As Operations and Talent Manager, you will coordinate and oversee all administrative and operational duties in our Japan office. This position has dual reports to the Operations and HR team in region to ensure all business needs are appropriately met. To be successful in this role, the ideal candidate is well organized, has the ability to multi-task, is able to work in a fast-paced environment and is a team player who takes the initiative to resolve operational challenges and improve processes.

What you’ll be working on

• Oversee the day-to-day activities of the office as the main point of contact 
• Assist in all regulatory compliance matters, including but not limited to company/branches setup/deregistration, regulatory filings, licensing maintenance and renewals
• Provide direct administrative support as needed, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing and shipping packages, and employee list
• Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs, maintain and manage vendors, and coordinate food delivery as needed
• Manage office budget and coordinate with finance to ensure timely payment to vendors
• Collaborate with the building facilities team for office maintenance needs
• Provide first-level IT support to executive team and onsite staff
• Support operations safety management and policies and procedures
• Coordinate internal and external resources, and cultivate relationships with vendors
• Provide executive and administrative support and coordination as needed including managing calendar.
• Provide high-touch support to the staff throughout the workday, ensuring colleagues have the resources and a comfortable environment to do their best work.
• New Entity Setup: Assists in the preparation of any documents necessary for new company and branches setup
• Upkeep and maintain all business licenses and certificates necessary and assist in annual inspection with government agencies
• Liaise with regional contact to upkeep all company insurance information and renew company insurances before expiry date
• Work with team members to liaise with government officials in compliance with local regulations
• Office Lease Maintenance
• Act as the local point of contact for HR-related matters, coordinating between the Japan office and regional HR team
• Support recruitment processes, including coordinating interviews, communicating with candidates, and assisting with onboarding logistics
• Support day-to-day HR operations, including onboarding, offboarding, and employee documentation
• Coordinate with external vendors (e.g., payroll, benefits providers) to ensure smooth HR administration
• Ensure compliance with local labor requirements and maintain accurate, confidential employee records

Must Haves: 

• Bilingual spoken & written Japanese & English.
• 5+ years of office or operations management experience 
• Ability to operate effectively & efficiently in a fast-paced environment
• Must exhibit excellent attention to detail and good organizational skills
• Must be energetic, highly motivated and able to multi-task
• Must take ownership of tasks and be able to follow through independently
• A self-starter who provides white glove customer service.
• Must be an adaptable problem-solver with the curiosity to learn
• Excellent written, interpersonal and communication skills
• Advanced computer skills and experience using email tools and online platforms (Dropbox, Zoom)
• Proficiency in Microsoft Office, with aptitude to learn new software and systems
• Proficient in planning and executing operational initiatives

Fraud Alert: Unauthorized Job Offers and Impersonations

We have been made aware of fraudulent job offers and interview requests being sent by individuals falsely claiming to represent Authentic. These scams are often initiated via email, employment websites and social media, and may include fake interview requests, offer letters or attempts to collect personal and financial information.

Please note:

• All legitimate Authentic job postings can be found only on our official website (authentic.com) or through our verified LinkedIn page (https://www.linkedin.com/company/weareauthentic).
• Authentic does not conduct interviews over Teams or Zoom without prior email correspondence from a verified @authentic.com email address.
• We will never ask you for sensitive personal information, payment or banking details as part of the hiring process.

If you believe you've been contacted by someone impersonating an Authentic team member, please report it immediately by emailing peopleandculture@authentic.com.

Authentic conducts background checks for candidates who receive a conditional offer of employment, where permitted by law. Background checks are administered in accordance with applicable federal, state, and local laws and in a consistent, nondiscriminatory manner.

Authentic is an equal-opportunity employer and we value and embrace the diversity and inclusion of all Team Members. We do not discriminate on the basis of gender, gender identity, sexual orientation, race, national origin, disability, age, marital status, protected veteran status, or other legally protected status.

For individuals with disabilities or religious obligations who would like to request an accommodation, please contact talent@authentic.com

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