Workplace Program Specialist / Coordinator

Tokyo

Global Operations – Corporate Real Estate and Workplace Services /

Employee /

Hybrid

About Woven by Toyota

Woven by Toyota is enabling Toyota’s once-in-a-century transformation into a mobility company. Inspired by a legacy of innovating for the benefit of others, our mission is to challenge the current state of mobility through human-centric innovation — expanding what “mobility” means and how it serves society.

Our work centers on four pillars: AD/ADAS, our autonomous driving and advanced driver assist technologies; Arene, our software development platform for software-defined vehicles; Woven City, a test course for mobility; and Cloud & AI, the digital infrastructure powering our collaborative foundation. Business-critical functions empower these teams to execute, and together, we’re working toward one bold goal: a world with zero accidents and enhanced well-being for all.

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TEAM

The Corporate Real Estate and Workplace Services team offers the working environment and services that provide a concept of agile and empiricism to meet our company's objectives; we strive to create a platform where our company and employees can grow and thrive together. To support the hybrid work approach in our company effectively, the Corporate Real Estate and Workplace Services team takes an assessment between the office usages and the business requirements as a trusted professional advisor from a real estate and facilities perspective.

WHO ARE WE LOOKING FOR?

As a Workplace Program Specialist/Coordinator, you will support employees at Woven by Toyota offices in Japan and overseas to thrive in a safe, healthy, and inclusive workplace. Our mission is to create spaces where people genuinely enjoy working.

You will report to the Workplace Program Manager based in Tokyo, supporting local and global operations teams, assisting with projects, cross-team initiatives, and providing data collection and analysis to ensure productive, efficient workplace environments and services. Our team is proud to create and maintain excellent workplaces that empower people to do their best work.

RESPONSIBILITIES

・Provide administrative support to the Workplace Program Manager

　　　・Collect data for reports and presentation materials

　　　・Support meeting operations: scheduling, distributing materials, taking and sharing minutes

　　　・Document management and version control

　　　・Assist with reporting and data analysis

　　　・Facilitate information sharing across teams

　　　・Handle internal approval processes and administrative requests

・Support cross-functional projects and team operations

　　　・Coordinate with related departments on workplace initiatives

　　　・Assist with standardization (templates, guidelines) and process improvements

・Support communication and information distribution within the team

　　　・Handle documentation, meeting coordination, minute-taking, and progress tracking

　　　・Contribute to standardization by developing templates and guidelines

　　　・Assist in communication and distribution of information across the team

・Participate in operational improvements: requirements gathering

　　　・Process analysis

　　　・Proposal of enhancements

・Provide backup support to workplace operations teams

　　　・Assist with physical security (access control system management)

　　　・Support emergency response coordination with other departments during disasters or incidents

　　　・Assist with office services operations across multiple sites in Japan

　　　・Handle payment and expense-related processes

MINIMUM QUALIFICATIONS

3+ years of experience in general affairs, facilities management, or related functions
Native-level Japanese and business-level English proficiency
Proficiency in Microsoft Office or Google Suite, with strong skills in document and presentation creation
Strong communication skills with the ability to collaborate effectively across teams and functions
Comfortable working in a fast-growing company where cross-team contribution is encouraged

NICE TO HAVES

3+ years of experience in a multinational company
Experience in office relocation or renovation projects
Experience in process improvement initiatives

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Important Points

・All interviews will be arranged via Google Meet, unless otherwise stated.

・The same job descriptions are available in both English and Japanese; therefore, we kindly ask that you apply to only one version.

・We kindly request that you submit your resume in English, if possible. However, Japanese resumes are also acceptable. Please note that, depending on the English proficiency requirements of the role, we may request an English version of your resume later in the process.

WHAT WE OFFER

・Competitive Salary - Based on experience

・Work Hours - Flexible working time

・Paid Holiday - 20 days per year (prorated)

・Sick Leave - 6 days per year (prorated)

・Holiday - Sat & Sun, Japanese National Holidays, and other days defined by our company

・Japanese Social Insurance - Health Insurance, Pension, Workers’ Comp, and Unemployment Insurance, Long-term care insurance

・Housing Allowance

・Retirement Benefits

・Rental Cars Support

・In-house Training Program (software study/language study)

Our Commitment

・We are an equal opportunity employer and value diversity.

・Any information we receive from you will be used only in the hiring and onboarding process. Please see our privacy notice for more details.

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