Industry: Real Estate
Location: Plano, TX
Salary: $25-30
Visa Sponsor: No
Language: English: Business Level, Japanese: Native Level
Detail: Location: Plano, Texas Reports to:
Chief Executive Officer (Until 6/30/26) ・Chief Financial Officer (7/1/26-)
Supervises: None
FLSA Status: Non-Exempt
Summary:
The Operations & Administration Associate provides comprehensive administrative, operational, and coordination support to "The company" and, as applicable, its affiliated entities, including "The group company" . This role functions as a key administrative professional responsible for managing day-to-day office administration for the company and the group company's Dallas, Texas and Los Angeles, California offices, operations, supporting internal processes, coordinating with internal and external stakeholders, and providing practical support for expatriate employees and their families.
This position will assume a portion of the administrative responsibilities currently performed by other administrative personnel, while also supporting investor-related reporting, property management coordination, and transaction-related support functions as business needs evolve.
Key Responsibilities:
Unless otherwise specified, the responsibilities listed below may be performed for both the company and the group company, and may relate to their offices in Dallas, Texas and Los Angeles, California, depending on business needs and work assignments.
1. Administrative & Office Operations
a) Manage daily office administration, including organizing and maintaining files, handling correspondence, scheduling meetings, and managing office supplies.
b) Serve as a primary administrative point of contact for internal teams and external stakeholders, ensuring timely, accurate, and professional communication.
c) Perform general administrative support duties, including calendar coordination, document handling, and office operations support.
d) Maintain, update, and manage client, property, and operational databases, ensuring data accuracy, integrity, and accessibility.
e) Assist with administrative correspondence to customers, business partners, and company personnel.
f) Provide administrative support related to office contracts, including assisting with the renewal, payment processing, and basic management of office leases and service agreements.
g) Assist with the scheduling and coordination of travel arrangements for company employees.
h) Take notes during company meetings and maintain organized meeting records and minutes.
2. Document, Contract & Process Support
a) Assist with the preparation, coordination, organization, and maintenance of administrative and real estate-related documents, including contracts, leases, and agreements, in coordination with appropriate internal teams.
b) Support internal compliance and recordkeeping requirements related to administrative and operational functions.
c) Assist with administrative tasks associated with updating, maintaining, formatting, organizing, and distributing internal policies, forms, and procedures related to general affairs, HR, accounting, and compliance-related processes, in coordination with appropriate internal personnel.
d) Identify opportunities to improve administrative workflows and operational efficiency and assist in implementing process improvements.
e) Create, update, and maintain presentations and materials for internal use and external stakeholders.
f) Conduct basic information gathering, initial research, and document organization to support company operations and real estate-related projects, ensuring accurate and well-structured materials for internal use.
g) Provide administrative support for Special Purpose Company (SPC)-related documentation, including maintaining files, updating records, and assisting with general documentation management for project-related SPCs, excluding accounting duties.
3. Client, Investor & External Partner Support
a) Support administrative communication and reporting for Japanese and international investors, including assistance with the preparation, coordination, and distribution of investor-related materials, as directed.
b) Coordinate with property management companies regarding operational matters, documentation, and ongoing support needs.
c) Assist with transaction-related administrative support activities, including scheduling, document coordination, tracking, and communications support.
d) Provide cross-cultural and bilingual Japanese-English support to facilitate clear communication and alignment with clients and external partners.
e) Support the resolution of operational, insurance, and service-related issues in coordination with internal teams and external service providers.
4. Expatriate, Resident Officer & Family Support
a) Provide administrative and practical support for expatriate employees and their families, including relocation-related coordination and daily living support.
b) Support administrative matters related to resident officers, including visa-related coordination, company vehicle arrangements, and other required business administration procedures.
c) Coordinate with HR and external vendors to support onboarding and ongoing administrative needs for expatriate staff and their families.
5. Marketing & Communication Support
a) Collaborate with marketing and related teams to support promotional activities, communications, and the preparation of marketing materials as needed.
b) Assist with updating and maintaining materials that support property visibility and client communications.
Qualifications & Skills:
• Demonstrated experience in administrative, operations, or office management roles, preferably within real estate, financial services, or corporate environments.
• Strong organizational, documentation, and process-management skills with attention to detail and confidentiality.
• Experience supporting clients, investors, property management companies, or external partners is preferred.
• Bilingual Japanese-English communication skills and familiarity with Japanese business practices are strongly preferred.
• Ability to manage multiple tasks, coordinate stakeholders, and resolve issues in a fast-paced environment.
• Proficiency in standard business tools, including Excel, PowerPoint, and document management systems.
THIS JOB DESCRIPTION IS NOT INTENDED TO BE A COMPREHENSIVE LIST OF THE DUTIES AND RESPONSIBILITIES OF THE POSITION AND THE DUTIES AND RESPONSIBILITIES MAY CHANGE FROM TIME TO TIME, WITH OR WITHOUT ADVANCE NOTICE.
