Bilingual Japanese Office Administrator

An established Int’l technology/engineering company is seeking an office administrator in their office in Washington DC responsible for the executive secretarial service to the President, management of corporate travel function, management of facilities, administration activities and the reception duties.


1. Executive Support (15%)

  • Coordinate and organize appointments of president and other support activities as necessary.
  • Handle expense reimbursements.
  • Prepare and file letters, lists and other documents.
  • Arrange conference room for meetings.
  • Update mailing lists1. Executive Support (15%)

2. Corporate Travel Management (15%)

  • Manage all aspects of corporate travel function for local, expatriate Washington DC staff and visitors from Japan
  • Arrange hotel conference rooms/banquets event.
  • Develop invoices to IHI Corp for travel arrangements.

3.Office Administration (60%)

  • Manage building facilities including: ordering repairs and cleaning services, access, holiday tip and all other work done in conjunction with building management.  Also, maintain the office environment.
  • Management payments of office rent, utilities other invoices from landlord, travel-related vendors such as limousine companies, etc.
  • Manage document disposal, maintain office supplies, manage letterhead, business cards, etc.
  • Handle corporate memberships, Administer organizational membership fees and donations.
  • Handle newspapers and magazine subscriptions.
  • Arrange corporate gifts such as flowers/telegrams.
  • Arrange and manage building entrance IDs.
  • Maintain and update the contact information of the subsidiaries and the companies within global network.

4. Reception (10%)

  • Coordinate the Company guests.
  • Receive general telephone calls.
  • Handle incoming/outgoing mails and packages

5. Others

  • Seeks constant improvement, more efficient and less expensive ways and means in work processes.
  • Maintains high ethical standards in the work-place.
  • Reports all irregular issues and problems to supervisors for solution.
  • Maintains good communication with other management, office staff members and outside contacts.
  • Complies with all company policies and procedures.
  • Responsible for maintaining a clean and safe working area.



  • Associate degree or higher degree.  1-3 years related experience.
  • Proficient in office management software such as Microsoft Office Suite.
  • Excellent verbal and written communication skills.
  • Japanese language skills required.
  • Accuracy, attendance, and punctualities.
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