People Partner Coordinator

Job Description

PRIMARY FUNCTION OF POSITION:
Provide Human Resources and General Affairs (HRGA) services to WBSJ, including extensive HRGA day-to-day operational/clerical tasks under manager's supervision. Work closely with WBSJ People Partners, acting as a coordinator to add value to team performance, and enhance speed and efficiency. Proactively offer suggestions /make improvements that would enable WBSJ People Partners to work efficiently. Support the setup of processes and infrastructure during the Warner Bros. Studio Tour Tokyo (WBSTT) pre-open phase and assist in the ongoing HRGA operation once established.

ESSENTIAL JOB FUNCTIONS: TOTAL 100%

10%

1. Assistant to WBSJ People Partner Lead
- Assist WBSJ People Partner Lead with scheduling, phone calls, filing, expense reports, travel arrangements, printing documents, and other clerical tasks.
- Manage schedule for People Partner Lead and provide reminders regarding important dates/times and deadlines, collect information, and prepare documents as needed.
- Collaborate with other executive assistants for smooth business operation where necessary.
40%
2. Provide general administrative support for General Affairs tasks/functions.
Those include:
- Assist with the setup of GA processes and infrastructure.
- Security ID card administration for employees/temporary staff.
- Manage and maintain Business Card data and distribute cards to employees while managing order-to-delivery cycle.
- Distribute daily mail/parcel (from mail room) to team members.
- Take inbound calls and extension calls for HR main number.
- Manage and maintain HRGA equipment/materials including stationery, etc., and control the stock.
40%
3. Assist and as necessary lead HR activities as follows:
- Assist with the setup of HR processes and infrastructure during the WBSTT pre-open phase.
- Plan and coordinate the annual health check-up for the employees and prepare/submit official report.
- Perform Shopping Cart Maintainer (SCM) and BU coder role for entire HR.
- Temporary cost management and budget control: Input BPO/SCM and invoice check, etc.
- Training & Development: provide general assistance to T & D function working closely with COE, and under manager's supervision.
- Manage internal English and other classes working closely with vendors.
- Assist and follow up on the Performance Review communication process to meet deadlines within the cycle.
- HR translation requirements (Japanese/English) of formal and informal company documentation as necessary.

WARNER BROS. JOB DESCRIPTION
- As necessary, run Internship Programs and source new grads through the program. Support People Partner to follow up on Career path program for new grads and make necessary arrangements as necessary.
- Manage Temp report system: data entry/maintenance
- Share any necessary information with Employee Service on a timely basis, ensuring effective onboarding /offboarding of employees.
- Kick off new hire onboarding process for all concerned and manage the process of new hire orientation.
- Manage and update HR mailing lists.
- Collect signed legal documents (such as EBPA, COIQ, Employee's Personal Use of Social Media Guideline, etc.) from new hires and send it to appropriate parties on a timely basis and maintain appropriate files.
- Update organization charts using the designated application and keep track of total headcount updates under manager's supervision.
- Prepare HR announcements and file them.
- File management: various HR files such as temp request form, org chart, contracts from training vendors, etc.
- Provide general assistance to company events, such as All Staff Meetings, board meetings, etc.
- Coordinate schedule between WBSJ People Partners and relevant parties, set up meetings as necessary.
- Provide general administrative support for HR visitors from other entities/countries.
10%
4. Provide ad-hoc support in HRGA or on HR projects where necessary.
JOB-RELATED QUALIFICATIONS STANDARDS

Education

Bachelor's degree preferred

Work Experience

Minimum of 3 years of related experience in HRGA.
Licenses or Certificates - None.

Skills

⚫ Excellent time management skills and ability to prioritize work
⚫ Excellent communication in Japanese and Business level or above English
⚫ Attention to detail
⚫ Punctual
⚫ Able to perform in a high-pressure/time-sensitive environment
⚫ Good at dealing with ambiguity
⚫ Action-oriented, proactive in communicating with employees
⚫ Quick learner and self-starter
⚫ Skilled in Power Point, Excel, Word

REMARKS: Management has the right to add or change duties and job requirements at anytime. In addition, the employer may consider whether the individual applying for or holding the position is qualified. There are two steps involved in this determination. The first concerns whether the applicant or current employee satisfies the prerequisites for the position. The second step involves whether the person can perform the essential functions with or without reasonable accommodation.

Jobcode: Reference SBJ-r11xpx-3-142-196-27-42 in your application.