HR & Admin Manager

ABOUT EMS

EMS is a global leader in the design manufacturing and sale of devices used for medical and dental treatments. With over 40 years of expertise EMS embodies Swiss precision and craftsmanship delivering innovative solutions in:

• Dental Prevention
• Urology
• Shock Wave Therapy

At EMS we are driven by our core values: Respect Excellence and Client Orientation. Our mission is simple: to ensure happy and healthy patients successful clinicians and passionate partners through the least invasive and clinically proven treatments.

MISSION

As an HR Administration Manager you will report to the General Manager Japan and collaborate with the HQ HR team to align global HR objectives with local operations. You will lead the HR and administrative functions in Japan ensuring compliance with local labor laws while fostering an engaging and efficient workplace environment.

This role involves overseeing recruitment compliance compensation & benefits payroll training and employee relations as well as managing general administrative processes to support business operations.

TASKS & RESPONSIBILITIES

HR Operations & Compliance

• Develop and administer HR policies and procedures that align with EMSs corporate values and legal requirements.
• Ensure compliance with local labor laws updating the Personnel Handbook as needed.
• Manage employee records HR documentation and internal databases.
• Oversee visa work permit applications and travel arrangements for staff and visitors.

Talent Acquisition & Employee Retention

• Lead the end-to-end recruitment process including job postings screening interviewing and hiring.
• Coordinate new hire onboarding and exit processes.
• Monitor employee engagement implementing creative initiatives to enhance workplace satisfaction.

Compensation Benefits & Payroll

• Ensure internal salary equity and compliance with industry benchmarks.
• Work closely with the Finance Manager to prepare and review payroll.
• Support budget planning by advising on staffing levels and HR-related expenses.

Training Performance & Development

• Oversee employee training programs identifying development opportunities.
• Manage the annual performance review process ensuring fairness and consistency.
• Provide coaching and guidance to managers on employee relations and career development.

Employee Relations & Workplace Culture

• Act as a trusted advisor handling employee relations issues conflict resolution and disciplinary actions.
• Maintain a positive workplace culture that reflects EMSs core values.

Office Operations and Management

• Optimization of the office environment (e.g. layout changes maintenance and management of various facilities improvement of the workplace etc.).
• Maintenance and management of equipment and implementation of cost optimization (e.g. including purchasing and contract negotiations).
• Building and improving efficient office management workflows using various technologies.

Contract & Document Management

• Establishment and management of processes for concluding and updating documents such as various contracts.
• Develop and update various internal rules and procedures monitor the status of compliance and report to management.
• Establishment of document management system (original document management digitization).
• Legal consultation (contract-related antitrust law subcontract law personal information protection law etc.).

EDUCATION & PERSONAL SKILLS

• Bachelor in Human Resources Business Administration or related field or an equivalent combination of education and experience.
• Minimum 5 years of HR experience ideally in an international environment.
• Strong understanding of Japanese labor laws and HR compliance.
• Experience in HR policies recruitment payroll and employee relations.
• Proficiency in HRIS systems (SAP Workday HCM etc.).
• Strong MS Office skills (Word Excel Outlook).
• Fluent in Japanese (mandatory) and English (business fluent).

BEHAVIORAL COMPETENCIES

At EMS we have defined key competencies that support our Vision and Mission statements. These competencies form the cornerstone of EMS performance drivers:

1. Teamwork and Collaboration : Builds and maintains positive working relationships while demonstrating respect empathy and understanding. Contributes to a harmonious and productive team environment.

2. Adhering to Principles Acting with Values and Integrity : Demonstrates honesty and integrity adhering to ethical principles and EMSs core values. Ensures compliance by diligently following policies rules and regulations.

3. Excellence in Execution : Consistently plans organizes and delivers high-quality results. Exceeds expectations through strong execution and timely task completion.

4. Agile Thinking : Demonstrates flexibility and adaptability to change while proactively solving challenges. Adjusts quickly to new conditions with resilience and creativity.

5. Innovation and Creativity : Encourages imaginative thinking and generates new approaches and solutions. Actively seeks opportunities to improve processes products and services.

WHY JOIN US

At EMS we offer an exciting opportunity to be part of a global and successful company where you can thrive in a pleasant and supportive work environment. Enjoy the benefits of a future-proof permanent position with a flexible and self-responsible working culture all within the framework of our unique I Feel Good corporate culture.

We take pride in fostering diversity and inclusivity in the workplace encouraging individuals from all backgrounds to join our team and contribute to our mission.