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Administrative Coordination

• To ensure the smooth running of the office from an administrative point of view. This includes all jobs related to the facilitation and operational efficiency of Kokorojuku.
• To work with external service providers.
• Act as the first line of support for administrative tasks for all staff (including the camp team) when required.
• To lead on all administrative strategies and ensure all goals and outputs are being worked towards.
• To proactively work on improving the administration function.

Human Resource roles.

• Act as line supervisor to all Operations staff.
• Recruitment and Onboarding: Assist in the recruitment process by posting job openings, screening resumes, and coordinating interviews. Facilitate the onboarding process for new hires, including preparing orientation materials and conducting orientation sessions.
• Employee Records Management: Maintain and update employee records in databases, ensuring accuracy and confidentiality. Track employee attendance, leave requests, and performance evaluations.
• Policy Implementation: Assist in developing and implementing HR policies and procedures. Ensure that all employees are informed of company policies and adhere to them.
• Training Coordination: Organize and coordinate training sessions for employees, including scheduling trainers and preparing training materials. Monitor training attendance and gather feedback to improve future programs.
• Employee Relations: Serve as a liaison between employees and management, addressing employee concerns and facilitating conflict resolution. Promote a positive work environment by encouraging open communication and employee engagement.
• Asset Management.
• To manage both the company assets and Items. This involves conducting quarterly asset/item audits and arranging for any replacements and repairs.

Facility, Security, and Accommodation Management.

• To arrange for any facility repairs and maintenance by contacting the service providers.
• To manage security issues at the facility, including the security company’s concerns.
• To work with the Operations Team to see that all necessary accommodation is well prepared.

Arrangements for visitors

• This includes arranging their accommodation and transportation to and from the airport where necessary.

Logistical and Visa Arrangements.

• To support all visa applications as required by staff, interns, and students.

Health Insurance Management.

• Arrange staff, students, and interns’ medical and travel insurance covers by contacting the service providers.
• Marketing, Fundraising, and Partnerships related to Administration.
• To assist the Marketing Team, or marketing staff, with camp-related market content as required.