Industry: Manufacturer
Location: Austin
Salary: $55K~$65K
Visa Sponsor: No
Language: English: Business Level, Japanese: Business Level
Detail: Global electronics manufacture seeks a Japanese/English Bilingual Office Administrator in Austin, TX!
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 U.S.A. branches.
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
• 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 Japan team (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/Receiving:
• Coordinate with our company's 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.
Job Requirements: skills, qualifications, working conditions
Minimal Required Essential Job Skills
Accuracy, Attention to Detail, Basic Math Skills, Communications (Oral & Written),
Dependability/Reliability, Initiative/Follow Through, Listening & Understanding, Diplomacy,
Confidentiality, Multitasking, Office Management, Planning & Organizing, Supervisory, Team Worker.
Qualifications
Education & Work Experience:
• Bachelor’s degree (B.A.) from a four-year college or university or equivalent combination of education and experience.
• Between five and seven years of previous work experience in a similar position.
Tools & Equipment
• General office equipment including phones, personal computer, email, fax, copier, etc.
• Software includes the use of Windows operating system & MS Office.
