Industry: | Manufacturer |
Location: | Chandler, AZ |
Salary: | $55K - 65K (DOE) |
Visa Sponsor: | No |
Language: | English: Business Level, Japanese: Business Level |
Japanese electronics manufacture seeks an Office Administrator.
Job Title: Office Administrator
Location: Chandler, AZ
Reports to: Administration Manager
Salary Range: $55k - $65k, eligible for overtime
General Position Summary
This position is responsible for coordinating and managing a variety of office administration functions including HR support, day-to-day office management and reception, shipping/receiving, purchasing, and sales and service support for various locations of the company.
Essential Job Functions
Office Administration
• Provide general office support including mail distribution, answering telephones, filing, catering, ordering supplies, etc.
• Take minutes for meetings and hearings.
• Ensure operations of office equipment by completing maintenance and calling of repairs
• Organize and compile company records and documentation
• Schedule meetings, organize calendars, and record meeting minutes
• Prepare well packed shipments and maintain all shipping materials, such as boxes, cushions, bubble wrap, shipping
tape, etc. Receive and distribute packages accordingly.
• Support travel arrangements (domestics and international) including hotel, flights, rental car, etc.
• Studies and implements management policies and procedures in order to improve the effectiveness and efficiency of
workflow and reporting procedures.
• Manages and renews contracts with corporate service agencies, such as insurances, benefits, vehicles, office leases,
etc.
• Prepares and files statements and reports for government and insurance agencies as required.
• Identifies administrative needs and develops appropriate solutions or recommendations.
• Coordinates activities of various departments or employees within the Company.
• Interprets and applies laws, rules, and regulations applicable to the organization.
• Handles employees’ inquiries and refers matters to the appropriate party and follow up as necessary
• Answer general inquiries from customers, vendors, or other colleagues
• Handle sensitive information in a confidential manner
• Answer general inquiries from customers, vendors, or other colleagues
• Handle sensitive information in a confidential manner
• Assist Field Service Engineers for scheduling meetings and reporting.
• Perform other related duties and responsibilities, as assigned
Inventory, Parts and Asset Management
• Searches and maintains inventory records to determine if parts and/or products on hand is in sufficient quantity.
• Assures that the ordered parts and/or products are delivered on schedule, at the negotiated price, and meets the
quality standards of the company.
• Coordinates appropriate methods needed to distribute parts and/or products in a cost-effective manner to and
from the supplier.
• Adapt and use internal and customer portal sites for purchase orders and reporting.
• Prepares requisitions, purchase orders and other forms as directed.
• Communicates with the accounting team to assure the timely processing of inventory payables and other
inventory accounting related matters.
• Interfaces with the sales and service team to coordinate purchasing management
• Interfaces with the sales and service team to coordinate proper inventory management.
• Confirms items, prices and freight costs of purchasing shipments to verify information against bills of lading,
invoices, orders, or other records; forwards invoices to the accounting department.
• Communicates in a professional manner with supplier(s) (i.e. MRF in providing RFQ, negotiating pricing, delivery
schedule) and the headquarters in Japan (i.e. in providing delivery schedule to Japan).
• Organize information in a variety of formats (Excel charts, diagrams, email, etc.) in a timely manner
• Creates and arranges periodical (i.e. annual) cost reduction negotiation with suppliers
• Coordinate and keep records for registering and disposing assets, inventory, parts.
• Assists and performs other projects as assigned by management.
Export/Import and Shipping/Receivin (Coordinate with the logistic teams, below tasks will be performed)
• Collect import, export, shipping documentation, review, and processing.
• With knowledge of export and import regulations, prepare shipping document. (Export, Import and domestic
shipment)
• Daily tracking & follow up on all shipments. Arrange shipment on forwarding specified destinations.
• Awareness of import & export regulations of documentation, packaging, and labeling requirements for each
country, and prepare such.
• Involve with the physical shipment handling. Able to handle 100+ lbs shipment with use of hand tools, such as
dolly.
• Create shipment. Able to pack product with secure cushions. Maintain all shipping materials, such as boxes,
cushions, and shipping tapes, etc.
• Investigate and resolve troubled shipment. Keep management, Sales, and HQ informed of any issues or
problems.
• Communicate with custom brokers on documentation. If necessary, research and prepare document.
• Communicate with the freight forwarders in managing shipment schedules.
• Answer general inquiries from customers, vendors, or other colleagues and assist their shipment.
• Hazardous Goods knowledge preferred.
• Update HQ in Japan regarding shipment status.
Human Resources Assistance
• Support recruiting activities such as organize interviews, and preparation of onboarding.
• Advises management in appropriate resolution of employee relations issues.
• Handles employees’ inquiries in regards to the Company’s policies, procedures; investigates employee
complaints.
• Assists and execute human resources policies and procedures.
• Support various matters for HQ employees
• Identifies legal requirement and government reporting regulations and ensures policies, procedures, and
reporting are in compliance.
Other & Miscellaneous
• Seeks constant improvement, more efficient and less expensive ways and means in work processes.
• Performs other duties and projects as assigned by Company management.
• Maintains high ethical standards in the workplace.
• Reports all irregular issues and problems to management for solution.
• Maintains good communication with supervisors, other staff members, customers and others.
• Complies with all company policies and procedures.
• Responsible for maintaining a clean and safe working area
Qualifications
Education & Work Experience
・ Bachelor’s degree (B.A.) from a four-year college or university or equivalent combination of education and experience.
・Between one or two years of previous work experience in a similar position.
・Japanese/English bilingual preferred
・Able to work 5 days / week in office
・Preferred experience in logistics and inventory management