Specialist Expatriate Support

Key Responsibilities Essential Job Responsibilities may include: Japanese Expatriates Support A. Visa & Documentation Processes Confirming HMM organizational chart for expats to use in visa process Collecting HMM documents (HMM financial statement/ Tax return / DS 156E / Staff list) B. Onboarding & Orientation Updating and innovating for the new hire orientation handbook / documents for new hire Expats and Trainees Coordinating the preparation of incoming Expats, Trainees, and local visitors prior to their arrival and sharing the information prepared Partnering with other Sr Specialist Expat Support colleague to support and provide orientation and training on the use of various systems for Expats upon their assignment or return Send out all the necessary paper works Medical checkup follow-up for Expat and family members Following up on Expats' annual vacation Creating and supporting monthly presentation materials for Expats as required in meetings Documenting Translation Japanese English Working with Expat Support colleague to coordinate for farewell party, memorial gifts, and other for returning Expats Scheduling date for new hire orientation and driving lesson; sending meeting invitations for new Expats Coordinating with Comerica bank associate for paperwork, if necessary Preparing announcements for all new Expats and/or Trainees and coordinate with HR Administration Specialist to include in New Team Member Announcement Securing detail on family status change (e.g., # of family members/ returning family members etc.) detail Collecting documents and expense processing relocation costs (i.e.,flight ticket fee, moving allowance, hotel fee) Making sure about the trainees' relocation cost and headquarter cost allocation items Updating HMM Company Flyer annually with FY financial information available mid-April Updating HMM History Flyer as required Updating HML Japanese expats list and emergency contact list as required (when new expats and Trainees arrive and return) Updating headcount information for HML report Notify Payroll Specialist for terminated and returned Expats and Trainees Handling private, sensitive business, and confidential information with discretion, tact, and diplomacy Composing letters and memoranda sometimes from verbal direction Monitoring, screening, responding to, and distributing incoming correspondence including email communications Preparing weekly, monthly, and special one-time reports as requested Assisting with other administrative functions or special projects as needed, including arranging events, document preparation, agenda publishing, and arranging refreshments Providing support for Expats and family when needed (e.g., medical support interpreter, driver's license, and SSN acquisition support) Notifying Expats of updates in HMM COVID-related policies Translating and explaining to Expats when policies updated Creating and updating operations manuals Backup support for executive secretary C. Trainee Visa Process Facilitating selection for Trainee's mentor (employee) and supervisor (local employee) Explaining roles to the mentor and supervisor Submitting visa application to Cultural Vistas website with approved and agreed upon training placement plan and detail from headquarter, Trainee and local team Requesting the Trainee to review the training placement plan with The Institute for Japanese International Practical Training (JIPT) Securing signatures on the contract for both Trainee and supervisor from Cultural Vistas and HML.