Human Resources and Administration Supervisor

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International company is seeking a Human Resources and Administration Supervisor responsible for supervising day to day administration and coordination of the Human Resources and Administration functions.

Human Resources Function – 60%

1. Coordinates Recruiting and Staffing Activities – by understanding company’s recruiting policy/procedures, company culture, Job Description of position and its requirements; – by processing recruiting activities in consultation with supervisor and other members of Management; – by conducting proper pre-hiring training to hiring manager(s) (e.g. proper job interview tips, explaining step by step approval process, etc.); – by communicating with both hiring manager(s) and recruiting agencies (if applicable), screening and recommending qualified candidates to Supervisor and scheduling interview; – by coordinating and attending job interview; – by managing job offer negotiation in consultation with Supervisor and other members of Management; – and by conducting pre-employment screening with outside vender.

2. Coordinates Onboarding Process – by fully understanding company’s HR policy, Employee Handbook (applicable states) and company benefit structure; – by fully understanding the difference between locally hired and expatriated employees process; – by preparing new hire orientation documents including COBRA notification, Wage Notification (if applicable) and applicable training schedule; – by preparing orientation and training plans; – by closely communicating with hiring team and conduct onboarding/orientation/facility tour, etc.; – by preparing payroll data, benefit & 401K enrollment in a timely manner

3. Coordinates Termination Process – by promptly preparing termination documents for supervisor and IT department, update company record and insurance record including COBRA notification; – by conducting exit interview and sharing the result to Supervisor and related parties (if applicable); – by properly computing final compensation; – and by timely updating all related HR & company record

4. Coordinates Compensation Administration – by overseeing all necessary arrangements for payroll processing for locally hired and expatriate Staff, in accordance with company policies; – by confirming the accuracy of payroll information; – by confirming overtime and necessary payroll deductions; – by approving payroll & 401k data prepared by payroll outsourcing company; – by coordinating the filing of income taxes for expatriate Staff; – by communicating with parent company as necessary; – by accurately preparing annual raise and bonus calculation for Supervisor; – by responding to inquiries and audits from government agencies; and – by assuring accuracy of all necessary payroll data entry and processing for both local and expatriated employees in accordance with parent company’s oversea assignment policy and benefit;

5. Coordinates Benefit Administration – by overseeing all necessary arrangements for benefit processing for locally hired and expatriate Staff, in accordance with company policies; – by fully understanding company fringe benefits (Medical, Dental, Life, 401k, etc.), assist all employees with benefit inquiry; – by reviewing monthly invoices from insurance venders and prepare re-billing forms to Head Office and US affiliated companies as required; – by providing benefits information to Staff; – by answering Staff questions regarding benefits and assisting Staff in communicating with providers; – by coordinating all insurance plans with plan administrators; – by negotiating with providers for the best terms and conditions and proposing Supervisor; – by coordinating the annual renewal of benefits plans; – and by communicating with all concerned parties about changes in information.

6. Coordinates Performance Management – by mastering company’s HRIS and performance policy to assist employees with questions; – by creating, updating and maintaining Job Descriptions; – by entering and updating employees’ Annual Goals into HRIS; – by preparing, addressing and monitoring company’s Mid-term/Annual Performance Review and Goal Setting Schedule and ensure all employees to meet due date; – and by supporting employee’s supervisor with creation of PIP (Performance Improvement Plan).

7. Coordinates Employee Training – by ensuring all mandatory training to be hosted in timely manner; – by researching and proposing new or alternative training and venders by meeting company budget; – by arranging and coordinating onsite or web-based seminar with internal and external trainers;

8. Coordinates compliance related reports (i.e. ACA, EEOC, 401k, WC audit) – by understanding each regulations and due dates; – by accurately preparing requested data; – and by submitting requested data in timely manner

9. Coordinates Company policies and procedures; – by monitoring HR trends (i.e. salary, benefits, employment laws, etc.) and providing recommendations for improvements as needed; – by evaluating job responsibilities and recommending outsourcing as necessary; – by coordinating and conferring with legal counsel and consultants; – by troubleshooting problems in a timely manner and seeking third-party advice as necessary; – by responding to inquiries from outside parties; – by answering questions from Staff; – by overseeing maintenance of personnel and personal records, including medical, dental, and disability insurance claims from Staff, and updating records as necessary; – and by accurately and timely maintaining and filing documents.

Administration Function – 40%

1. Supervises General Office & Property Maintenance – by maintaining supplies by identifying needs for conference rooms, reception, lounge, mailroom, and kitchen; – by communicating with property owner and vendors to maintain proper office environment and equipment (such as telephone, copier, mail, security, etc.); – by monitoring the Assistant’s daily operation and resolving any problems or issues with employees and venders by consulting with department head as needed; – by purchasing printed materials and forms by obtaining requirements; negotiating price, quality, and delivery; approving invoices within budget; – and by assisting in analyzing, determining, developing and executing the most efficient and effective operation procedures. Maintain and improve them as needed.

2. Coordinates Company Event and activity – by negotiating for space contracts and book event space, arrange food and beverage, order supplies and equipment and ensure appropriate décor to meet quality and budget requirement; – by conducting research, making site visits, and finding resources to help staff make decisions about event possibilities; – by proposing supervisor with new ideas to improve the event planning and implementation process; – and by coordinate appointments and scheduling of events on the calendar.

3. Corporates Insurance Management – by fully understanding all related insurance, renewal cycle and its policy; – by preparing audit related materials; – by closely communicating with insurance broker for renewal rates and options; – and by preparing related proposal draft for Supervisor

4. Supports Executives, Visitors and Expatriates – by ensuring company executives, visitors, and expatriated employees with travel arrangements needs; – by keeping track of visitors In/Out log and control distribution of temporary keys and store in a safe place; – and by preparing expense reports as needed.

5. Coordinates Internal Document and Agreement – by promptly and properly saving and listing company’s internal documents, and agreement; – by maintaining record of all company cabinets; – and by maintaining and ensuring safety of company storage space and coordinating document destruction.

6. Coordinates Registry – by ensuring all incoming mails distribution and outgoing mails arrangement such as FedEx, UPS, USPS (and certified mail); – and by maintaining and coordinating mailing list & holiday greeting cards in a timely manner. 7. Coordinates Office Safety – by ensuring and maintaining office keys by securing and logging key distributions; – by acting building fire warden; – and by maintaining safety related supplies such as first aid kit.

Supervises Staff – by providing direction and delegating responsibilities to subordinate Staff and evaluating their work, thereby ensuring that the department’s overall goals may be met; – by coordinating schedules; – by giving performance feedback and conducting performance evaluations; – by authorizing and advising Staff expenses; – and by interviewing, hiring, disciplining, training, developing, and advising Staff.

Qualifications

  • Bachelor’s degree from four-year college or university
  • five to eight years of related experience; or an equivalent combination of education and experience.
  • Must have supervisory skills and HR management experience.
  • strong interpersonal/communications skills
  • Proficient in MS office

Corporate Strategy & Administration – Administrative Assistant

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International Financial Firm is seeking an Administrative Assistant in Corporate Strategy and Administration Team responsible for providing administrative supports as well as various operational supports.  The position involves a wide range of duties including a support function for administration matters across the unit, periodic reporting process to the subsidiaries, and other ad hoc tasks.

  • Manage and coordinate agenda and make all necessary travel & entertainment arrangements and itineraries for executive visitors
  • Schedule, plan and coordinate external/internal meetings for the Head of Strategy and other managers as a back-up
  • Prepare various head-office, management, and internal reports
  • Provide support to the Unite Head in managing the unit, including ad hoc projects as assigned
  • Perform administrative supports for various clerical duties, such as document retention/filing, expense reports, office supply management, etc.

Qualifications

  • Bachelors degree
  • Fluent in Japanese
  • Highly motivated and a self-starter to perform/complete the tasks without specific instructions or prescribed procedures
  • Advance Excel, Word, and Powerpoint skill
  • Excellent organizational and time management skills
  • Ability to communicate effectively/professinally
  • Ability to organize multi tasks effectively in a fast paced environment

BL Japanese Expatriate Administrator

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This position is responsible for providing administrative function to Head Office expatriates while they are posted in the U.S. Includes visa and staying permit extensions, individual income tax issues, health insurance, and payroll monitoring, etc. The administrative duties are performed using knowledge of Expatriate Benefit Policy and Procedures, established by H.O.

 Responsibilities

  • Prepare visa application letters at request of Head Office. Monitor expiration dates of visas/staying permits/passports; prepare extension applications in-house or through immigration attorney.
  • Make a first judgment in expatriates benefit issue with minimal supervisions, especially in areas that are not covered by Head Office Established Procedure.
  • Respond to correspondence from IRS or other tax agencies on behalf of expatriates; consult with Accounting Firm on tax matters; ensure that individual income tax returns are mailed timely
  • Communicate, with accountant, on issues related to payroll; analyzes discrepancies in accounting firm’s input and, when needed, correct their error by using knowledge in taxation and benefit plan
  • Communicate with expatriate overall General Administration issues such as VISA application, payroll, tax return, and fringe benefit in order to support expatriates life in United States
  • Assisting other General Administration Section staff with various administrative duties

 

Qualifications

  • Bachelors degree
  • Ability to conduct budget or accounting related analysis and prepare explanation
  • 2-3 years relevant experience such as support for Expatriate staff
  • Native level of Japanese skill (speaking, reading and writing) is essential
  • Effective communication skills: oral, written listening and presentation
  • Good PC skills (Excel and Word)
  • Detail oriented
  • Will be able to work in the office in San Jose, CA

 

Bilingual Japanese Administrative Assistant/Receptionist

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International Financial Firm is seeking an Administrative Assistant/Receptionist with Japanese language skills who can conduct a variety of office support, facilities-related tasks and administrative functions for Corporate Operations team, expatriate employees (including key executives), and throughout the company as needed. Provide support with accounting, financial and administrative duties. This position requires on-site attendance 5 days a week.

  • Serve as representative of the company by greeting and attending to guests upon arrival.
  • Establish primary contact and rapport with clients, vendors, and visitors at reception desk; create appointment schedules; ensure reception area and all conference rooms are safe, clean & presentable.
  • Provide corporate-wide administrative and facilities support, including but not limited to coordinating organizational meetings (weekly team head meetings, company meet-ups, corporate events, etc.), interacting with the building for facilities requests, implementing various security procedures, issuing/collecting ID cards, maintaining records, and vendor coordination.
  • Support employees in managing their conference room needs by booking rooms and managing availability; provide the best possible experience for guests (i.e. offering refreshments, ensuring the rooms are sanitized, cleared and maintained after use, etc.); assist in resolving unexpected scheduling issues as they arise.
  • Arrange corporate travel, business dinners and meetings by developing itineraries and agendas, booking other transportation, arranging lodging and meeting accommodations, and handling expense reconciliations.
  • Coordinate company lunches within budget, including daily maintenance of café.
  • Provide support to expatriate staff on administrative matters; collect, compile, and submit requested information to parent company in Japan.
  • Monitor and manage office postage machine, copiers and supplies inventory (including Café) and place orders, as necessary.
  • Answer internal and external phone calls and direct or otherwise respond to all calls as appropriate.
  • Administer company PC’s and Mobile devices.
  • Receive, sort and distribute official documents and mail addressed to the office.
  • Update and maintain employee seating chart; coordinate telephone maintenance between employees and the phone company.
  • Support internal audit preparation; prepare documents required for the annual internal audit and annual ACA mock audit.
  • Order company-wide business cards and distribute to all employees.
  • Respond to basic queries pertaining to the services provided by the company.
  • Assist with the preparation of Holiday cards
  • Miscellaneous duties as assigned.

Experience/Qualifications

  • Proficiency in Japanese and English required.
  • Ability to work Monday to Friday 9:00am to 5:00pm in our NYC office with flexibility to work overtime as needed.
  • At least two years of administrative/receptionist experience; previous work experience in a global organization preferred.
  • Associate’s degree in Business Administration, Accounting, Finance, or related discipline desirable.
  • Strong knowledge of Microsoft Office (Word, Excel, PowerPoint); proficient in data entry and budget management.
  • Excellent communication skills (including via phone, e-mail, and in person); ability to independently compose correspondence, maintain confidentiality, and display discretion.
  • Exceptionally strong presentation and interpersonal skills are essential, with the ability to adapt and collaborate with various departments and all levels of staff.
  • A professional and flexible team player who possesses strong attention to detail, accuracy, and sound judgment.
  • Organized and able to follow up on multiple tasks without direction.

Base salary up to 70K+OT+bonus

BL Japanese Administrative Assistant – Corporate Strategy & Administration

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International Bank is seeking an Administrative Assistant with Japanese language skill in their Corporate Strategy & Administration Team who will provide with operational and administrative supports.

Responsibilities

  • Prepare various head-office, management and internal reports.
  • Provide communication support to the team and team head.
  • Perform administrative supports including managing documentation/files, expense reports, office supplies, etc.

Requirement

  • Bachelor’s degree preferred.
  • Intermediate proficiency with MS Office (Word, Excel, PowerPoint)
  • General knowledge in finance and accounting
  • Strong communications and interpersonal sills
  • Organization/time management skills
  • Multi-tasking, to be able to work in a fast-paced environment.
  • Japanese language skill

Base salary up to 65K+OT+Bonus

Bilingual Japanese Executive Assistant

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International Bank is seeking an Executive Assistant with Japanese language skills who will be supporting top-level executives, including the GM of AD, GM of GBU, and GM of GMU. Follow established guidelines for day-to-day, routine operational and administrative work. May be required to use some independent thought to handle complex issues. Focus on execution within defined parameters, some expansion based on developing capabilities or experiences in conjunction with experienced staff. May have informal supervisory functions assigned.

Duties and Responsibilities:

  1. Provide secretarial assistance to the General Manager(s) of the AD, GBU and GMU including typing/word processing, handling internal and outside mail and email, phone calls, scheduling appointments, travel and entertainment arrangements/reimbursement including HO reporting, and holiday cards.
  2. Keep track of the daily schedule of the General Manager(s), check the schedule each morning, and confirm with the General Manager(s) if there are any logistical needs. In addition, every Friday, the executive assistant is expected to explain the next week’s schedule to the General Manager(s) and discuss administrative issues with them. Centralized management of the GM schedule (whenever a staff member schedules an appointment with the GM, they must go through the executive assistant, who schedules the appointment in consideration of the GM’s situation).
  3. Responsible for establishing good working relationships with all the secretariat offices of Japanese and non-Japanese Corporations in the US, which the bank has ongoing or potential business relations, so as to maintain and promote business relationships among the entities.
  4. Coordinate logistics with the external counterparties, including meetings setup which may be in-person or videoconference, and select and reserve banquet venue, gifts, and limo. Prepare appreciation letter and/or e-mails as well as meeting record after the event.
  5. Support and assist the General Manager(s) to implement business events, as assigned.
  6. Liaise across the Bank and with HO on behalf of the General Manager(s,) under the General Manager’s instructions. Communicate with and report to HO Corporate Secretariat Office as needed and manage logistics with HO executives such as setting up meetings (Outlook/Zoom setup, meeting host).  Assist the GM with attendance by keeping track of various head office meeting schedule.
  7. Assists with various travel arrangements for Head Office employees including the arrangement of events related to the IMF meeting, etc.
  8. Assist and support the General Manager(s) personal related matters, such as housing, annual health checkup, tax return, on an as needed basis.
  9. Performs other duties and responsibilities required by General Manager(s).

 

Requirements: 

  1. Bachelor’s degree in business or its equivalent with 3+ years of related experience.
  2. Bilingual oral and written skills on a business level in both English and Japanese.
  3. Excellent computer skills in Microsoft Office including Excel, Word, and PowerPoint.
  4. Excellent interpersonal skills, good oral and written communication skills.
  5. Good organizational and multitasking skills.
  6. At least 5 years of executive assistance experience in a company with more than 200 employees.

Base salary up to 95K+Bonus

Bilingual Japanese Assistant, IT Department – International Bank

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International Bank is seeking an assistant in Information Technology Department (ITD) with Japanese language skills.

Position Overview:

Responsible for providing administrative, clerical, or technical support for a department. This includes distributing information, taking notes, transaction processing, and maintaining/administering documents. Focus on daily deliverables and defined outputs under direct supervision with little discretion.

Duties and Responsibilities:

  1. Maintains, tracks and pays invoices related to IT expenses.
  2. Maintains request forms sent to the IT department and keeps accurate records.
  3. Maintains inventory information for both hardware and software.
  4. Maintains important documents, agreements, procedures, manuals, and memorandums related to IT.
  5. Produces system access monitoring reports from various systems and provides them to the person in charge of each system and relevant parties.
  6. Interacts with the person in charge of each system and relevant parties and takes necessary actions to rectify any findings in cooperation with other IT staff.
  7. Receives calls/messages from employees/counterparties and liaises with relevant IT staff.
  8. Acts as a liaison between employees and other IT staff by assisting employees with finding the necessary IT resolutions in cooperation with IT staff.
  9. Coordinates meetings with employees, vendors, and guests and takes minutes in meetings, as needed.
  10. Provides written and verbal translation services.
  11. Helps coordinate and prepare for various IT audits and examinations.
  12. Acts as a liaison between the bank and external vendors regarding contracts and payments.
  13. Performs IT administrative routine work according to procedures.
  14. Creates applications/reports to maintain IT-support contracts.
  15. Promote operational process improvement.
  16. Performs other duties and responsibilities as assigned by management.

 

Knowledge, Skills, and Abilities:

  1. Bilingual oral and written skills on a business level in both English and Japanese.
  2. Advanced computer skills in Microsoft Office including Excel, Word, and PowerPoint.
  3. Good understanding of technical IT terminology.

 

Base salary 85K +Bonus

Bilingual Japanese Administrative Assistant

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International Financial Firm is seeking an Administrative Assistant.

• Provide overall administrative support to the Chief Auditor, line SVPs and Professional Practices in USAO.
• Schedule internal and external meetings for the team.
• Document and submit travel entertainment expenses, and other expenses such as training, for the USAO team members.
• Liaise with other business groups within MUTB-NY on Branch matters.
• Track and report USAO team members’ compliance with requirements such as access controls and mandatory trainings.
• Support Professional Practices team in activities such as keeping track of timesheets, project sheets and preparing presentations and/or analysis using Microsoft Office tools.
• Write Bilingual correspondence/ letters and inter-office memos.

 

Qualifications

  • Bachelor’s Degree
  • 1-2 years of relevant work experience.
  • English and Japanese Bilingual
  • Proficient in Microsoft Excel, Microsoft Word, and other Office products.

 

Base 60-65K+OT+bonus

Human Resources Generalist/Office Administrator

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International Technology Firm is seeking a Human Resources Generalist/Office Administrator.

Duties and Responsibilities:

  1. Manage onboarding, conducting evaluations, support hiring, and manage employee relationships.
  2. Manage company benefits and assist and prepare payroll.
  3. Maintain office services by organizing office operations and procedures, controlling correspondence, designing filing systems, reviewing and approving supply requisitions and assigning/monitoring clerical functions.

Knowledge, Skills, and Abilities:

  1. Bachelor’s degree.
  2. Excellent computer skills in Microsoft Office including Excel, Word, and PowerPoint.
  3. Excellent interpersonal skills, good oral and written communication skills.
  4. Good detail orientation, organizational, and multitasking skills.

 

Base staring 85K+bonus

Sales Assistant

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International Chemical Company is seeking a Sales Assistant responsible for sales support functions, including providing customer service, maintaining sales information, and creating documents as necessary.

Responsivities:

  • Performs Sales Support Functions by processing sales data and generating sales reports; by receiving, processing, and confirming orders; by creating purchase orders, letters of credit, and sales contracts; by conducting research activities on the internet grasp current market needs; by contacting customers in order to troubleshoot problems as they occur; by following up on past-due accounts to ensure that all collections are completed and by performing any other sales support functions as necessary.
  • Assists Production Processes by communicating with oversea suppliers via telephone and e-mail to ascertain production (including sample process and bulk production) is going smoothly on time and keeping quality standard; by negotiating with customers when quality or delivery problems are found; and by handling production issues as necessary.
  • Provides Customer Services by effectively communicating with customers via phone, f, and e-mail and handling questions, requests, and claims; by providing information about sales order status; by preparing textile/garment samples for customers; by assisting claims issues; by following up on all customer calls, visits, and inquiries; by reporting customer concerns, and resolving when possible; and by troubleshooting any problems in a timely manner.
  • Maintains Information: by maintaining sales data; by entering sales and profit data per customer/product; by inputting new client company information in the database; by creating customer contact reports; by creating and checking stock data sheet; and by documenting new project inquiries from new and current clients.

 

Requirements:

  • Bachelor’s degree
  • 1year’s relevant experience
  • Strong communications/interpersonal skills
  • Proficient in MS Office
  • Flexible work style, can work under pressure