Bilingual Japanese Corporate Administration Specialist

A global financial institution is seeking a corporate administrator with Japanese language skill to support administrative operations, expense management, documentation control, and coordination with Head Office in Tokyo.

This role requires strong attention to detail, analytical ability, and the capability to manage administrative processes in a highly regulated corporate environment. The ideal candidate will be comfortable handling expense processing, reconciliation, policy documentation, and cross-border coordination with multiple stakeholders in both the U.S. and Japan.

Key Responsibilities

Expense Processing & Payment Administration

• Process and oversee non-personnel expense payments, including:
  • Travel & Entertainment expenses
  • Corporate AMEX payments
  • Vendor and third-party payments
• Utilize internal systems and tools such as POLAR, TRIP, Concur, and Excel-based controls
• Review payment requests and supporting documentation to ensure accuracy and completeness
• Ensure compliance with:
  • Internal procedures and approval processes
  • Tax requirements
  • AML/OFAC screening
  • Other applicable regulatory and compliance controls

Suspense Account Monitoring & Reporting

• Monitor and reconcile suspense account balances related to administrative and expense transactions
• Investigate and resolve outstanding items in a timely manner
• Prepare reports and escalate issues when appropriate

Policies, Procedures & Documentation Management

• Review, maintain, and periodically update Administration policies, procedures, and operational manuals
• Ensure documentation reflects current operational practices, regulatory requirements, and system updates
• Support effective knowledge transfer and business continuity initiatives

Coordination with Head Office in Tokyo

• Coordinate with Corporate Administration, Compliance, and other divisions in Tokyo Head Office
• Support administrative matters including:
  • Payment approvals
  • Compliance-related inquiries
  • Reporting requests
  • Various administrative and operational projects

Additional Responsibilities

• Participate in special projects and other initiatives as assigned by Management
• Support evolving business needs and operational changes within the organization

Qualifications & Requirements

Education

• Bachelor’s degree required

Experience

• 4–6 years of relevant administrative, operations, accounting support, or corporate support experience, preferably within financial services or a regulated corporate environment

Language

• Fluent in both English and Japanese (written and verbal)

Technical Skills

• Proficiency in Microsoft Office applications, particularly Excel
• Experience with expense management and payment processing systems preferred

Additional Qualifications

• Strong analytical and problem-solving skills
• Excellent attention to detail and organizational ability
• Strong written and verbal communication skills
• Ability to manage multiple priorities and work effectively in a team-oriented environment
• Ability to interact professionally with stakeholders in both the U.S. and Japan