Office Manager

About the Role

Britannia has an excellent opportunity for an experienced Office Manager based at our Tokyo office who will be responsible for overseeing all administrative, accounting, payroll, facilities, IT, and local HR functions for the Japan offices and Britannia Japan Branch, ensuring smooth operations and compliance. Besides strong office administration, accounting and local HR experience, we are looking for someone who has managed a small team, and is bilingual both in Japanese and English.

Your Responsibilities

Your responsibilities will include the following:

General Administration, Office, Facilities, and IT:

• Direct daily administrative operations to ensure efficient and seamless functioning of the Japan offices.
• Supervise facilities management and IT support, including routine maintenance, emergency response, and office security.
• Coordinate and oversee office activities such as recycling, renovations, and event planning.
• Ensure offices remain fully stocked, equipment is well maintained, and all administrative systems and policies are current and effective.
• Maintain comprehensive records for suppliers and members, including new supplier account setup.

Accounting and Payroll (including Britannia Japan Branch):

• Oversee all accounting operations, including bookkeeping, payroll administration, and expense management for the Japan offices, with supervisory responsibility for the Britannia Japan Branch.
• Provide administrative and bookkeeping support to the London team; work closely with London finance teams on budgeting, expenditure monitoring, and payroll (Kyuyo Bugyou).
• Supervise local staff using accounting software (Kanjou Bugyou), prepare management accounts, and ensure timely month-end closing.
• Perform daily and monthly bank reconciliations, manage online banking, and liaise with auditors and tax agents.
• Maintain accurate attendance records for payroll and oversee tax returns and other ad-hoc accounting matters for the Britannia Japan Branch.
• Oversee the submission of financial statements by Britannia’s Japan branch—an insurance company—to the Financial Services Agency, its regulatory authority, and liaise with Britannia’s head office and Japanese actuaries as required for this purpose.

Local HR Administration:

• Work closely with Asia HR to lead all local HR administrative functions, including maintaining personnel records, administering benefits, managing recruitment, onboarding, and exit procedures, and ensuring full compliance with company policies and Japanese labour laws.
• Support recruitment activities by coordinating local job postings, liaising with the HR Advisor, and assisting with onboarding processes for new hires.
• Oversee regular updates to Japan Office Regulations, ensure timely submissions to the labour department, and advise on changes to local labour legislation.
• Manage the payroll process and serve as the primary point of contact for payroll-related queries from employees.
• Support employee training, development, and wellness initiatives.
• Provide proactive support for general and ad hoc HR matters as required.

Legal Work:

• Amend the corporate registration details for the TRBJ/Britannia Japan branch.

Leadership and Team Management:

• Supervise, mentor, and develop the Administration team, fostering a high-performance culture.
• Serve as the primary contact for internal and external stakeholders on all administrative issues.
• Develop and implement policies and procedures to optimise operational efficiency across all functions.
• Travel up to 3 times a year to the Kobe office may be required in accordance with business needs.
• Ad hoc duties as required.

About You

Knowledge/Experience

• Strong office administration experience gained within a professional or financial services firm, including managing a small team
• Strong accounting experience, preferably gained from within a mutual insurance / professional services firm
• Relevant local HR knowledge and hands-on experience
• Familiar with accounting and payroll systems
• High proficiency in Japanese and English (able to read, write, and converse fluently)
• Computer literate and familiar with all MS Office packages (Outlook, Word, Excel, PowerPoint etc)

Qualifications/Education

• Graduate (preferably in a finance/accounting related subject)

Competencies

• Detail orientated – ability to work accurately with detailed information and work to key dates and/or milestones.
• Judgement – collates the required information, involves the appropriate people to ensure the best decisions are made and subsequently implemented.
• Communication – ability to quickly assimilate information, establish key issues and to express them effectively and succinctly in writing and verbally
• Organised and methodical – ability to organise and produce work of a high standard under time pressure.
• Customer focused – proactive and recognises the needs of external / internal customers and consistently delivers.
• Reliable – can be relied upon to produce work of a high standard within agreed deadlines.
• Team work – willing to work as part of a team and to assist colleagues as necessary.

About Us

Tindall Riley manages three insurance businesses. The Britannia Group (Britannia P&I), a mutual club that provides protection and indemnity (‘P&I’) insurance and freight, demurrage and defence (‘FD&D’) cover to shipowners and charterers around the world. The Griffin Insurance Association Limited (Griffin), an insurance mutual that provides professional indemnity insurance to broking firms and MGAs around the world. The Wren Insurance Association Limited (Wren), an insurance mutual that provides professional indemnity insurance to architectural practices operating in the UK and overseas. Today, we employ over 300 people globally across 9 offices and have a shared commitment to providing exceptional insurance services for our Members worldwide.

At Tindall Riley, our culture is defined by our core values:

• We think mutual: Our primary focus is serving our member’s needs and we are committed to providing the best service.
• We are one team: We collaborate across associations, teams, and geographies to deliver on our shared mission.
• We take ownership: We each contribute with pride, initiative, and accountability—bringing energy and focus to our work.
• We communicate respectfully: We listen, share openly, and value diverse views, fostering a culture of trust and transparency.
• We embrace the future: We’re open minded, adaptive to change, and curious about new technologies and ways of working.

We can offer you a competitive salary and a varied benefits package. We have a hybrid working policy, three days from the office and two days from home. We are proud of our friendly workplace culture, where we offer ample opportunities to socialise and connect with each other.

We are committed to the equal treatment of all current and prospective employees. We aspire to have a diverse and inclusive workplace and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply and join Tindall Riley.

To find out more visit our websites: tindallriley.co.uk, britanniapandi.com, griffin-insurance.co.uk, wrenmutual.co.uk