Greets and directs visitors at the front desk. Answers, screens, and forwards incoming calls to appropriate persons.
Operates office machines such as copiers, scanners, PCs, phones, and voice mail system to perform clerical duties.
Updates and maintains business insurance, contracts, registration, and general business license.
Orders office supplies as requested by departments.
Assists record filings, report/form typing, memo or letter preparations for management.
Supports other departments such as Sales, Purchasing, Accounting and Warehouse as needed. The examples of the tasks include, but not limited to:
- Input, update, and maintain orders, invoices, and bill-back data within the Company database, update and maintain customer records in the Company database
- assist sales associates by monitoring active purchase orders and ensuring that orders are completed on time
- answer simple questions from customers about product features, product benefits, and procedures
- assist with shipping and receiving logistics, customers' orders, inquiries, and returns
Manages calendars and appointment scheduling.
Prepares and maintains accounting documents and records accurately.
Performs simple bookkeeping, A/R, A/P, and daily journal for accounting purposes.
Reviews billing statements, invoices, and similar documents for accuracy; alerts management of any discrepancies.
Attends Company events and functions outside of normal working hours.
Other duties as required from manager.
Obligation to answer to all management as requested.
Physical Requirements:
Able to sit for extended periods of time.
Ability to use office equipment and type on the computer keyboard for extended periods of time.
Ability to talk, hear, stand, sit, walk, reach, bend, kneel, and lift up to 20 pounds.
Working Conditions:
Noise Level: Normal
Indoors
Other Requirements:
Business level English required - read/write/speak/listen
Basic level Japanese preferred - read/write/speak/listen
1 - 3 office administration experiences required
Ability to work independently
Ability to adapt to frequent changes in assignments and workload
High school diploma or equivalent required
Knowledge and Skills
Basic mathematical knowledge - markups, discounts, currency, etc.
Basic accounting/bookkeeping knowledge-AP/AR
Basic Microsoft Office proficiency (Word, Outlook, Excel, PPT...)
Communication and interpersonal skills
Exceptional organization and time management skills