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
Non-personnel expense processing and payment authorization
Process and oversee non-personnel expense payments, including Travel & Entertainment, Corporate AMEX, vendor, and third-party payments, by utilizing administrative systems and tools such as POLAR, TRIP, Concur, and Excel-based controls. This includes reviewing processing payment requests, verifying supporting documentation, and ensuring compliance with internal procedures, tax requirements, AML/OFAC screening, and other regulatory controls.
Suspense account monitoring and reporting
Monitor, reconcile, and report suspense account balances related to administrative and expense transactions, ensuring timely resolution of outstanding items and appropriate escalation when necessary.
Administration procedures and documentation maintenance
Review, maintain, and periodically update Administration policies, procedures, and manuals to ensure alignment with actual operations, regulatory requirements, and system changes, and to support effective knowledge transfer and business continuity.
Coordination with Head Office in Tokyo
Coordinate with Head Office in Tokyo, including Corporate Administration, Compliance, and other relevant divisions, on administrative matters such as payment approvals, compliance checks, reporting requests, and various administrative projects.
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
