JOB DETAILS

JOB DETAILJob Details

(1) Standardization and Improvement of Operations
Visualization and Standardization of Work Processes:
o Process Mapping: Visualize business processes across departments and the entire company, creating flowcharts to identify bottlenecks and redundant tasks.
o Standardization of Processes: Standardize procedures based on best practices, ensuring consistency across departments. Create Standard Operating Procedures (SOPs) and make them accessible to all employees.
o Specific tasks include:
 Creation or Revision of Flowcharts: Map the actual processes in each department to visualize the flow of work, from start to finish, clearly identifying roles, steps, and responsibilities.
 Identification of Process Owners: Clarify who is responsible for each work process to ensure accountability.
 Identification of Bottlenecks and Inefficiencies: Analyze overlapping tasks, inefficient procedures, and bottlenecks based on the flowcharts.
 Assessment of Tool and System Usage: Investigate the tools and systems used (ERP, CRM, RPA, etc.) in each task to identify areas for efficiency improvement or automation.

2. Automation and Digitization of Operations:
o Implementation of RPA (Robotic Process Automation): Propose automation solutions for repetitive tasks suited to the conditions of each local entity, enabling employees to focus on higher-value tasks.
o Promotion of Paperless Operations: Introduce electronic documents and digital signatures to reduce paper-based tasks. Utilize Document Management Systems (DMS) for efficient document search and storage.

3. KPI and Performance Indicators:
o Introduction of Performance Indicators: Establish measurable KPIs for each work process to evaluate operational efficiency and outcomes quantitatively.
o Regular Reviews and Improvement Activities: Conduct regular reviews of performance based on KPIs, analyzing performance to identify areas for improvement

4. Continuous Improvement (Kaizen) Activities:
o Introduction of PDCA Cycle: Promote a culture of continuous improvement through the Plan-Do-Check-Act cycle in all operations within local entities.

5. Training and Development of Employees:
o Skill Development: Regularly provide internal and external training on new systems and improvement methods.
o Leadership and Management Training: Continuously train managers and leaders to enhance their management skills and improve team performance.

6. Improving Communication:
o Introduction of Collaboration Tools: Implement digital tools such as Slack, Microsoft Teams, and Trello to streamline communication and information sharing across departments.
o Regular Meetings and Feedback System: Encourage regular team meetings and create a feedback culture for performance transparency and improved communication

7. Utilizing External Feedback:
o Conducting Satisfaction Surveys: Regularly collect feedback from customers and external partners to improve service quality.
o Building Feedback Loops: Create mechanisms to incorporate customer feedback into work processes and ensure timely responses.

8. Risk Management and Compliance:
o Risk Assessment and Management: Regularly assess potential risks within the operations of each local entity and implement measures, especially enhancing information security and regulatory compliance.

9. IT Infrastructure and System Optimization:
o Utilizing Business Support Tools: Leverage tools like ERP, CRM, and BPM that are already implemented or planned for implementation to streamline and manage operations centrally.

(2) Establishing and Instructing Document Management Rules
Strengthening Document Management and Knowledge Sharing:

Implementation of Knowledge Management System: Collaborate with representatives from each local entity to build a system that accumulates internal knowledge, past project data, and know-how, allowing the entire staff to share information (e.g., Wiki or internal portal site).

Standardization of Document Management Rules: Standardize the processes of document creation, storage, sharing, and disposal to improve operational efficiency and ensure compliance.

Implementation Details:
1. Document Classification and Organization
o Development of Classification Standards by Document Type: Classify documents according to type and purpose, such as business documents, contracts, technical materials, and financial reports from each local entity, setting clear categories.
o Unified Folder Structure and Naming Conventions: Establish consistent folder structures and naming conventions for both electronic and physical documents across the entire company.

REQUIRED WORK EXPERIENCERequired

1. Experience in Business Process Improvement
o Experience in Optimizing Workflows: Proven experience in improving and optimizing workflows in various departments for greater efficiency. Experience in Kaizen or PDCA cycles is desirable.
o Project Management Skills: Experience in planning, executing, and managing business improvement projects, with the ability to oversee progress and coordinate teams.

2. Knowledge and Experience in Document Management
o Experience in Implementing and Operating Document Management Systems (DMS): Hands-on experience using document management systems (electronic documents, paperless environment) to efficiently manage documents within a company.
o Knowledge of ISO 9001 or ISO 27001 Standards: Practical experience in document management adhering to standards like ISO 9001 or ISO 27001, with knowledge of document lifecycle, security, and retention/disposal standards.
o Holding Qualifications: Certified Quality Manager (CQM) or Certified Quality Engineer (CQE) certification.

3. Knowledge of Business Standardization
o Understanding of Standardization Methods: Knowledge of frameworks such as 5S, Lean, and Six Sigma for business efficiency and standardization.
o Experience Creating Manuals and Standard Operating Procedures (SOPs): Ability to create and manage clear standard operating procedures (SOPs) and other standardization-related documents.

4. IT Skills and Experience with Digital Tools
o Experience Using Business Support Tools: Experience using systems like RPA (Robotic Process Automation), ERP (Enterprise Resource Planning), CRM (Customer Relationship Management), and BPM (Business Process Management) to improve operational efficiency.
o Experience in Digitalization and Automation: Advantageous if experienced in promoting digitalization and introducing automation tools for business processes and document management.

5. Data Analysis and Evaluation Skills
o Data-Driven Decision-Making: Ability to analyze key performance indicators (KPIs) of business processes and identify areas for improvement.
o Knowledge of Performance and Quality Evaluation Methods: Skills in quantifying and evaluating the efficiency and risks of processes.
o Knowledge of Statistics and Statistical Analysis: Fundamental knowledge of statistical thinking, analysis, and statistical methods.

6. Knowledge of Legal Regulations and Compliance
o Understanding of Legal and Compliance Issues Related to Operations: Expertise in legal retention periods, privacy protection, and security measures, particularly regarding document management.
o Experience with Document Management that Complies with GDPR or Japan's Personal Information Protection Law is desirable.

7. Communication and Leadership
o Coordination and Teamwork Across Departments: Ability to communicate smoothly and coordinate with various departments involved in business improvement and document management standardization projects.
o Leadership: Capable of taking the lead in driving business improvement and document management projects.

8. Training and Instructional Abilities
o Experience Providing Training Related to Business Improvement and Document Management Standardization: Skills in educating employees on new business procedures and document management system usage.
o Experience Designing and Implementing In-House Training Programs: Ability to plan and implement training and educational programs to improve business efficiency.

9. Change Management
o Ability to Manage Change Processes: Experience in change management to promote adaptation and overcome resistance when introducing business improvements or standardizing document management.

10. Cultural Adaptability and Flexibility
 Understanding and Adaptation to Organizational Culture: Ability to promote business efficiency and document management reforms while considering the corporate culture and employees' working styles.
 Flexibility: Ability to quickly adapt to changing environments and, when necessary, revise plans with a flexible approach.

11. Other Required Experience and Skills
 Experience managing staff (subordinates).
 Negotiation skills with internal and external stakeholders.
 Ability to identify business issues, develop appropriate response plans, propose them, and execute them with sound judgment and operational capability.
 Language: Native English required.
 PC Skills: Information security literacy and PC operation skills (MS Excel, Word, PowerPoint, e-mail, etc.).