Office Coordinator / Recruiter

About Us:

TAaKA Engineering is a Tokyo-based consulting firm supporting energy and infrastructure projects in the U.S. Our portfolio includes battery and solar projects, and we’re expanding into microgrids and data center infrastructure. We focus on practical innovation and sustainability to build efficient, future-ready solutions for the global energy industry.

We’re launching our Tokyo office and seeking a hands-on Office Coordinator / Recruiter to support day-to-day operations in our Compass coworking space and lead recruiting for Japan-based roles. We plan to scale to ~15 employees by the end of 2026. You’ll drive that hiring ramp, run Japan payroll and compliance with our advisors, and—when we transition to a permanent office—project-manage the setup end-to-end (requirements, site selection, fit-out, move-in, and steady-state ops).

Location: Tokyo (on-site at Compass to start)
Reports to: Director of Engineering (Head of Japan Office) and the Chief People Officer “CPO”
Employment Type: Full-time

What you get to do:

Headcount Growth & Recruiting (to ~15 by 2026)

• Own full-cycle recruiting (sourcing, outreach, screening, scheduling, interviews, feedback, offers).

• Maintain a rolling hiring plan with the Director of Engineering (and the CPO; forecast openings, time-to-fill, and start dates aligned to the ~15 headcount goal.

• Draft/post JDs, keep the ATS clean, and run structured interviews across time zones.

• Build pipelines via universities, associations, and communities; manage agencies selectively; ensure top-tier candidate experience.

• Ensure hiring practices comply with Japanese labor laws and internal policies.

Payroll & Statutory Compliance (Japan)

• Stand up and run monthly payroll as we scale (salaries/bonuses/allowances/overtime and statutory deductions); issue payslips and reconcile payroll journals.

• Administer withholding income tax and year-end adjustment (nenmatsu chōsei); manage resident (inhabitant) tax special collection via payroll.

• Enroll/manage social insurance (health & pension) and labor insurance (workers’ comp & employment); handle required filings and periodic reports.

• Implement secure My Number collection/verification/storage procedures.

• Coordinate e-filings and annual payroll documents with advisors (e-Tax/eLTAX).

Tax & Accounting Coordination (Company & Principal Support)

• Coordinate with tax advisors on corporate income taxes (national, local/inhabitant, enterprise): calendars, document collection, signatures, and submissions.

• Monitor Japanese Consumption Tax (JCT) status; support the invoice-system requirements and vendor/customer recordkeeping

• File required establishment/notification forms with authorities as hiring commences.

• Provide light administrative support for the company principal’s Japan-related tax paperwork through the tax agent (no personal advisory).

Workspace & Vendor Coordination (Compass)

• Primary point of contact with Compass for access, meeting rooms, mail/visitors, light supplies, and workspace logistics.

• Track basic office expenses and Compass billing; coordinate small internal meetings/events.

Onboarding & Admin Support

• Prepare offer docs with HR/Legal; collect onboarding paperwork; coordinate background checks and system access.

• Set up new-hire basics (accounts, schedules, Compass access) and maintain simple employee records.

• Light procurement and invoice processing with Finance.

Stakeholder Alignment & Reporting

• Partner with the Director of Engineering and the CPO on weekly status: hiring funnel metrics, upcoming starts, payroll/compliance milestones, and office ops.

• Prepare simple dashboards/checklists; escalate risks early (e.g., visa timing, compliance deadlines, vendor delays).

• Support concise internal communications and light JP ⇄ EN translations.

Permanent Office: Setup & Launch (aligned to ~15 headcount)

Planning & Site Selection

• Translate headcount/space needs (≈15 seats + meeting rooms + focus areas) into budgeted requirements.

• Work with brokers/landlords; compare serviced vs. leased options; arrange tours/test-fits; support lease review and approvals with Legal/Finance.

Fit-Out & Vendor Management

• Build a project plan (timeline, budget, risks) and run RFPs for design/fit-out, furniture, IT/networking, AV, printers, security/access, cleaning, waste, and pantry.

• Coordinate utilities (internet, electricity, water), address registration, signage, and insurance certificates.

Compliance & EHS

• Coordinate building/fire code, accessibility, OHS, and emergency procedures with advisors.

• Establish access control, visitor policy, keys/badges, and basic office SOPs.

Move-In & Stabilization

• Plan and execute the move; communicate change plans and run move day with vendors.

• Close out punch lists and manage 30/60/90-day stabilization.

Post-Move Office Operations (Steady State)

• Own vendor relationships (cleaning, security, IT/AV, supplies) and preventative-maintenance cadence.

• Manage seating plans, room standards, asset inventory, and office policies.

• Track office budget, POs, invoices; right-size services to usage.

• Coordinate small events, guest reception, and facilities requests.

• Language: English—fluent (primary working language). Japanese—JLPT N2 minimum (N1 a plus); able to draft business emails and speak with vendors/authorities.

• 2–5 years in recruiting coordination, payroll/HR ops, or office coordination, ideally in startup or international environments.

• Experience with serviced/coworking offices; office move/new-office setup experience is a strong plus.

• Familiarity with Japan payroll & tax workflows (withholding & resident tax, social/labor insurance, My Number).

• Organized, detail-oriented, calm under deadlines; strong cross-time-zone communication skills.

• Tools: ATS, Google Workspace, Slack, spreadsheets; exposure to e-Tax/eLTAX is a plus.