Workplace Experience Coordinator

What you'll do Provide executive administrative support, including complex calendar management, meeting coordination, travel arrangements, and expense reporting. Coordinate day-to-day office operations to ensure the Tokyo office runs efficiently and professionally. Manage office vendors, supplies, deliveries, facilities requests, and service providers. Manage local vendor invoicing and purchasing processes, including coordinating invoice submission, approvals, and payment tracking with Finance. Process purchase requests, expense documentation, and other administrative transactions with accuracy and attention to detail. Serve as the primary point of contact for office visitors, customers, and external partners. Coordinate internal meetings, leadership visits, customer meetings, and office events, including room setup, catering, logistics, and A/V support. Partner with global Workplace Experience, IT, Finance, and People teams to support office operations and employee needs. Assist with onboarding logistics for new hires, including workspace preparation, equipment coordination, and office orientation. Maintain office documentation, administrative records, and local operational trackers. Support document preparation, translations, presentations, and meeting materials as needed. Handle sensitive business and employee information with the highest level of confidentiality. Identify opportunities to improve administrative processes and create greater operational efficiency for the Japan organization. Skills you'll bring Experience supporting senior executives in an Executive Assistant, Office Manager, Administrative Coordinator, or similar role. Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities simultaneously. Business-level fluency in both Japanese and English (written and verbal), with the ability to communicate professionally across local and global teams. Excellent interpersonal and communication skills with a customer-service mindset. Comfortable working independently while partnering across global, cross-functional teams. Experience coordinating vendors, facilities, office operations, and administrative processes. Proficiency with Google Workspace (Docs, Sheets, Slides, Calendar) and Microsoft Office; experience with expense management or finance systems is a plus. Strong judgment and discretion when handling confidential and sensitive information. Resourceful, proactive, and able to anticipate needs before they arise. Adaptable and excited to help build and support a fast-growing global business.

Why Join Dialpad Work at the center of the AI transformation in business communications Build and ship agentic AI products that are redefining how companies operate Join a team where AI amplifies every employee’s impact Competitive salary, comprehensive

benefits, and real opportunities for growth We believe in investing in our people. Dialpad offers competitive

benefits and

perks, cutting-edge AI tools, and a robust training program that help you reach your full potential. We have designed our offices to be inclusive, offering a vibrant environment to cultivate collaboration and connection. Our exceptional culture, repeatedly recognized as a Great Place to Work , ensures that every employee feels valued and empowered to contribute to our collective success. Don’t meet every single requirement? If you’re excited about this role and possess the fundamental traits, drive, and strong ambition we seek, but your experience doesn’t meet every qualification, we encourage you to apply. Dialpad is an equal-opportunity employer. We are dedicated to creating a community of inclusion and an environment free from discrimination or harassment.

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