Overview
Administrator Jobs in Osaka, Japan at Action Horizons
Title: Administrator
Company: Action Horizons
Location: Osaka, Japan
About the Role
Action Horizons is seeking a highly organized and proactive bilingual Administrator to support our day-to-day operations in Osaka.
This full-time, onsite position plays a key role in supporting payroll, cast scheduling, documentation, vendor coordination, inventory management, and venue operations. The Administrator will also assist international performers with interpretation, medical appointments, visa-related matters, and other administrative procedures.
The successful candidate will work closely with the Creative Manager, Operations Manager, performers, and venue partners to help maintain a safe, organized, and professional working environment.
Key Responsibilities
Operational & Administrative Support
• Process weekly payroll and verify performers’ work records.
• Maintain and update cast schedules, including shift trades and real-time adjustments.
• Generate operational and performance reports for management.
• Support the onboarding and training coordination of new team members.
• Oversee venue opening and closing procedures as needed.
• Coordinate medical appointments for performers and provide interpretation support when required.
• Provide general interpretation and administrative support for international performers.
• Assist international performers with visa applications and extensions, residence registration, municipal procedures, and opening Japanese bank accounts.
• Support the management and administration of company-provided cast housing.
Venue & Show Support
• Maintain a backstage presence during performances to support operational readiness.
• Attend show communication and production meetings as needed.
• Help ensure venue spaces are clean, safe, compliant, organized, and properly equipped.
• Assist with the setup and coordination of internal training sessions, meetings, and operational events.
Vendor, Inventory & Facilities Management
• Conduct inventory audits and order supplies and operational equipment as needed.
• Receive daily mail and packages and maintain organized storage areas.
• Coordinate with vendors and service providers regarding supplies, facilities, and operational needs.
Project & Documentation Support
• Contribute to long-term process improvement and documentation projects.
• Assist management with coordinating required training, including CPR, First Aid, and Weapons Training.
• Prepare monthly operational summaries and contribute to management and production meetings.
What Success Looks Like
• Accurate and timely payroll processing and submission.
• Clear and professional communication with leadership, performers, and venue partners.
• Strong attention to detail in documentation, reporting, scheduling, and inventory tracking.
• Consistent venue readiness and the ability to respond to evolving operational needs.
• Ownership of assigned responsibilities, proactive problem-solving, and reliability.
Tools & Technology
• Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Microsoft Teams.
• Payroll processing software.
• Inventory and administrative management tools.
Reporting Structure
Reports to:
• Creative Manager
• Operations Manager
Collaborates with:
• Managers
• Performers
• Venue Leadership and Partners
Qualifications
• Practical communication skills in both Japanese and English.
• Conversational English skills and sufficient reading comprehension to understand work-related emails, instructions, and documents such as this job posting.
• Sufficient Japanese speaking, reading, and writing skills to communicate with municipal offices, medical providers, banks, and other external organizations, and to assist with the related forms and procedures.
• Strong organizational, administrative, and multitasking skills.
• Excellent communication and time-management abilities.
• Strong attention to detail and the ability to handle confidential information appropriately.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Ability to work onsite in Osaka and provide operational support at different work locations as required.
• Ability to work effectively in a fast-paced, entertainment-focused environment.
• A proactive, flexible, and team-oriented approach.
• Previous experience in administration, operations, entertainment, hospitality, or a related support role is preferred but not required.
