Industry: Bank/Finance
Location: NYC
Salary: $60,000-75,000/annual
Visa Sponsor: No
Language: English: Business Level, Japanese: Native Level
Detail: Japanese Global insurance company in NYC currently seeks a Japanese Bilingual Administrative Coordinator.
Position Title: Administrative Coordinator
Department: Corporate Operations
Reports To: Workplace Productivity Manager and Executive Assistant
Overtime Eligible: Yes
Position Summary:
Provides administrative and coordination support to the Administration / Office Operations team. Key responsibilities include handling administrative processing and data entry related to executives and management, maintaining business records and systems, coordinating schedules and meetings, and supporting day-to-day office operations. The role also assists with travel arrangements, executive visits, company events, and other tasks as directed by the manager.
Essential Duties / Functions:
Process expense reports, Concur entries, and related administrative documentation for executives and management.
Enter, update, and maintain business records and information in CRM and other designated systems.
Coordinate schedules based on the availability of relevant parties, secure required participants, and set up meetings and calendar invitations in Outlook.
Assist with travel arrangements, including transportation, hotels, restaurants, conference rooms, catering, and other necessary reservations.
Support visits by executives from the parent company in Japan, including updating itineraries, schedules, and related materials.
Support Board and Shareholders’ Meetings by assisting with scheduling, collecting and organizing materials, distribution, and other related administrative tasks.
Assist with visa arrangements and other required administrative procedures for newly assigned expatriates.
Serve as an administrative point of contact with building management and facility-related vendors and coordinate necessary services and arrangements.
Under the direction of the Executive Assistant or responsible team member, perform related administrative and coordination tasks, including building visitor registration, conference room reservations, and meeting arrangements.
Maintain inventory records for company-issued IT equipment and coordinate necessary setup, repairs, replacement, and related IT support arrangements.
Support day-to-day office operations, including mail, office supplies, equipment, facilities, and vendor coordination.
Assist with internal company events, employee-related administrative matters, and other general office support as needed.
Perform administrative, coordination, and ad hoc assignments as directed by the manager or senior management within the general scope of the administrative support role.
Experience / Qualifications:
Minimum of three years of relevant experience in administrative support, office operations, management support, coordination, or a similar role.
Associate’s degree in business administration or a related field, or an equivalent combination of education and relevant work experience.
Proficiency in Microsoft Office Suite, particularly Word, Excel, Outlook, and PowerPoint.
Business-level proficiency in both Japanese and English is required.
Experience working in a Japanese company or Japanese corporate environment is preferred.
Strong organizational skills with the ability to manage multiple tasks, prioritize work, and meet deadlines.
Strong attention to detail and accuracy in administrative processing, data entry, and recordkeeping.
Good communication and interpersonal skills, with the ability to coordinate effectively with employees, management, vendors, and other external parties.
Proactive and dependable work style with the ability to follow through on assigned tasks and provide timely updates.
Experience with expense reporting systems, including Concur, CRM systems, or other business administration tools is preferred.
Ability to work at the New York office Monday through Friday, from 9:00 a.m. to 5:00 p.m., with flexibility to work additional hours as business needs require.
FLSA: non-exempt
Wage: $$60,000-75,000/annual, $28.85-$36.06/hourly
Work location: NYC Office 5 days a week (M-F)
Language: Japanese & English
Report to: Workplace Productivity Manager and Executive Assistant
Start date: ASAP
