An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
The client is seeking a detail-oriented Administrative Assistant to manage HR and accounting tasks, including budget planning, employee management, expatriate support, policy review, financial data entry, invoicing, and other administrative duties. This role requires a high level of organization, excellent communication skills, and the ability to manage multiple tasks efficiently. While proficiency in all tasks is not required, the ideal candidate should have a willingness to learn and collaborate closely with the HR and Accounting departments of their headquarter and assist the President.
Responsibilities:
Human Resources:
Handle recruitment, onboarding, offboarding, and employee records. Assist in HR budget management. Review employee handbook and revise incentive policies. Conduct compensation surveys and support performance management.
Expats Support:
Provide visa, housing, vehicle arrangement, and repatriation support for expatriates.
Accounting:
Enter budget and expense data. Support budget vs. actual performance analysis. Assist in preparing materials for board meetings. Send and manage contracts and invoices. Support fixed asset inventory tasks and internal audit reports. Assist in CSR planning, R D reporting, and vendor management.
General Administrative Duties:
Answer and direct phone calls, emails, and other correspondence. Schedule and coordinate meetings, appointments, and travel arrangements. Maintain and update office supplies inventory. Prepare and distribute meeting agendas, minutes, and other documents. Assist in the preparation of regularly scheduled reports. Develop and maintain a filing system for both physical and digital documents. Handle sensitive information in a confidential manner. Provide general support to visitors and act as the point of contact for internal and external clients. Coordinate office procedures and ensure the office operates smoothly. Assist in the planning and execution of company events and functions.
Qualifications:
Must be a Japanese and English Bilingual Excellent communication and interpersonal skills. Proficiency in Microsoft Office Suite. Strong organizational and multitasking skills. Knowledge of HR and accounting software is a big plus. Experience in Japanese organization is a plus.
