The Workplace Site Manager is responsible for overseeing daily operations, maintenance, and functionality of Okta's Tokyo office and supporting service offices across the Asia-Pacific region. This role ensures a safe, efficient, and well-managed workplace that supports employee productivity and reflects Okta’s mission and values.
What You'll Do
- Oversee day-to-day site operations and ensure offices are running smoothly
- Manage our lunch and snack program, in-office culture events, and all other programs and services as needed
- Monitor facility performance and address operational issues promptly
- Ensure compliance with company policies and local regulations
- Oversee and manage service offices and/or programs for remote employees within APJ, as and when required
- Manage office maintenance/repair activities and building access
- Coordinate with landlords, contractors, service providers and vendors
- Conduct regular site inspections to ensure standards are met
- Ensure workplace health and safety standards are maintained
- Implement and monitor emergency preparedness procedures
- Conduct risk assessments and ensure compliance with legal requirements
- Manage external vendors and contractors
- Monitor vendor performance and ensure service level agreements are met
- Control costs and ensure budget adherence
- Maintain a clean, safe and productive work environment
- Address employee concerns related to the workplace
- Support workplace initiatives and improvements
- Support visiting employees to our offices
- Manage space allocation and utilization
- Oversee workplace resources, assets and supplies
- Support office moves, expansions, reconfigurations and/or decommissioning works
- Support our international team by assisting as a local point of contact for our realtors and/or landlords
- Maintain records of maintenance, incidents, and compliance activities
- Prepare reports on site performance and operational metrics as needed
- Maintain and manage workplace budgets for your sites, including but not limited to forecasts, accruals, operational budgets etc.
- Support audits and inspections
- Work closely with the APJ and Global Operations Workplace team to drive visions, methods, and targets
- Oversee and manage service offices and/or programs for remote employees within APJ, as and when required
What We're Looking For
- Fluent in both Japanese and English (verbal and written communication skills required)
- Must champion Okta’s core values: Love our customers, Always secure. Always on., Build and own it, and Drive what's next
- Customer service oriented
- Ability to build relationships with key stakeholders and executive leadership from diverse backgrounds and cultures
- Ability to curate and manage culture initiatives
- Good attention to detail
- Budget management experience
- Position requires being in the office 5 days per week (occasional exceptions for flexibility can be discussed)
Nice to Have
- A minimum of 3+ years of workplace/facilities management experience
- Strong management skills and experience working with diverse cross-functional teams
- Proven ability to be a self-starter capable of driving results without significant supervision
- Exceptional organizational skills and financial acumen
- Strong ability to multi-task and prioritize activities effectively while ensuring a high level of accuracy and attention to detail
- Background in Workplace Services focused on exceptional customer service and promoting a positive employee experience for employees, candidates, clients and vendors
- Strong knowledge of systems and collaboration tools, including ServiceNow, GSuite, Slack, etc.
Technical Stack
- ServiceNow
- GSuite
- Slack
Team & Environment
Reports to the Regional Senior Manager, APJ. Works within the broader APJ and Global Operations Workplace team to align regional operations with global strategy and culture.
Work Mode
This role is onsite at the Shibuya, Tokyo location. While Okta supports flexible workplace policies, this position requires consistent presence in the office to manage daily site operations.
