Function:

Distribution

Department:

Distribution - Asia Pacific Japan

Purpose

We are seeking a proactive and detail-oriented Client Reporting & Office Administration Associate to join our Tokyo office. This role offers a unique opportunity to combine responsibility for client reporting and business support activities with a broad range of office administration and general affairs duties within a dynamic asset management environment.

The successful candidate will play a key role in preparing and managing recurring client and fund reporting, ensuring the accuracy of investment-related information, and supporting the production of client-facing materials. In addition, as part of a relatively small office, the role will provide essential support for office operations, vendor management, administrative processes, and day-to-day business activities.

This position requires close collaboration with colleagues across Japan and international offices, including Investment, Sales, Operations, Finance, HR, IT, Legal, and Compliance teams.

Main Duties & Responsibilities

Client Reporting & Business Support

• Prepare, review, and distribute monthly, quarterly, and ad hoc client reports and fund reporting materials.
• Collect, validate, reconcile, and maintain data used in client reporting, including investment performance, portfolio, and fund information.
• Support the production of client presentations, fund factsheets, periodic reviews, and other client-facing materials.
• Coordinate with Investment, Sales, Operations, and overseas teams to obtain information and ensure timely report delivery.
• Monitor reporting schedules and manage recurring deadlines to ensure all deliverables are completed accurately and on time.
• Respond to internal and external requests relating to fund information, reporting data, and client documentation.
• Assist with the preparation and maintenance of marketing and business development materials.
• Complete client questionnaires, due diligence requests, RFPs, and other information requests as required.
• Liaise with external service providers and global offices to support reporting and operational activities.
• Contribute to process improvements that enhance reporting accuracy and efficiency.
  

Office Administration & General Affairs

• Support the day-to-day administration and smooth operation of the Tokyo office.
• Coordinate with external vendors, building management, and service providers.
• Assist with invoice processing, expense administration, and other payment-related activities.
• Manage office supplies, equipment, facilities-related matters, and general office maintenance.
• Coordinate meetings, visitor arrangements, travel bookings, and related logistics.
• Maintain office records, filing systems, documentation, and administrative procedures.
• Assist with on-boarding and off-boarding arrangements for employees and contractors.
• Work closely with local and overseas Finance, HR, IT, Legal, and Compliance teams on administrative and operational matters.
• Provide general business support to local management and the wider team as required.
• Undertake additional administrative and office management responsibilities to support the evolving needs of the business.

​Essential Qualifications & Experience

• Relevant experience within financial services, including asset management, investment management, securities, banking, custody, fund administration, or a related environment.
• Experience in client reporting, fund reporting, client services, investment operations, middle office, or back-office functions is highly desirable.
• Strong attention to detail and the ability to work accurately with financial, investment, and numerical data.
• Excellent organisational and time-management skills with the ability to manage multiple priorities and recurring deadlines.
• Advanced proficiency in Microsoft Excel and strong working knowledge of PowerPoint, Word, and Outlook.
• Experience working with reporting systems, fund accounting systems, or investment data platforms would be advantageous.
• Strong interpersonal and communication skills with the ability to build effective working relationships across teams and geographies.
• Proactive, adaptable, and comfortable working within a small-office environment.
• High degree of ownership, accountability, and willingness to take on a broad range of responsibilities.
• Ability to work independently while maintaining a collaborative approach.

Language Requirements

• Japanese: Business-level proficiency or above (written and spoken).
• English: Ability to communicate effectively via email and collaborate with overseas colleagues.
• Strong business English skills are advantageous but not essential.
• Greater emphasis will be placed on accuracy, practical capability, attention to detail, and the ability to operate effectively in a bilingual international environment.

Benefits

GAM offers a comprehensive range of benefits and performance-based compensation, along with a variety of lifestyle and family benefits to promote well-being in and out of the workplace. These benefits vary according to local market conditions. Please contact the local Human Resources team for further details.

Employing Company/ies:

GAM Japan Limited

Reporting to: 

Statutory Representative Director and President of GAM Japan

Contract:

Permanent