Bilingual Japanese Administrative Secretary

International manufacturing company is seeking an Administrative Secretary with Japanese skill.

Management of Office Services and General Affairs

  • Maintains and controls office supplies, and keeps appropriate amount of inventories
  • Researches potential vendors, communicates and negotiates with vendors for best services and prices
  • Communicates with the office building management and coordinates fire drills, emergency preparedness procedures, and other activities
  • Plans and coordinates office activities and events, such as welcome/farewell/Year End parties, team building events, and volunteer activities
  • Plans and coordinates office renovations and orders new furniture as requested
  • Assists General Affairs team for designing and implementing company policies and procedures etc., and helps members to comply with such new policies and procedures
  • Assists IT team for IT related works, coordinating on-site or remote supports by based IT vendors, and helps members when needed
  • Arranges new PC and iPhones for new employees and replacements as necessary
  • Maintains the company website and posts new activities as requested
  • Processes office supply invoices and credit card reconciliation by cooperating with the Accounting manager and the Accounting team members
  • Performs document management functions for both physical filing and electronic documents storage and supports business lines
  • Works with senior management to ensure that all office functions run smoothly


Secretarial Duties

  • Coordinates scheduling meetings and events, and makes appointments for senior management
  • Arranges and coordinates travel schedules and reservations for senior management and other members as requested
  • Answers the phone and takes messages in a professional manner and directing phone calls to the appropriate parties
  • Serves visitors by greeting, welcoming, directing them appropriately and notifies company personnel of visitor arrival
  • Corresponds with customers and vendors, reading and routing incoming mail, faxes,
  • Composes and writes routine correspondence as well as proofreading documents as necessary, organizes and maintaining files
  • Supports travel arrangements for managements and other staffs as requested
  • Assists in daily office operations as requested


  • Bachelor’s degree in Business Administration or equivalent is required.
  • 2-3 years office administration-related experience
  • Ability to write, read, analyze and interpret general business documents, forms and instructions in English
  • Proficiency is required in MS Office (Outlook, Word, Excel and Power Point)
  • Analytical, organizational and reporting skills, ability to design custom reports as necessary
  • Time management skills paired with attention to detail
  • Ability to effectively and efficiently communicate with coworkers and all levels of the organization
  • Ability to create interpersonal rapport and a desire to perform business promptly and courteously
  • Must be tactful, sensitive to intercultural relationships, mature, flexible and able to successfully respond to multiple work pressures
  • Experience working in multi-cultural office environment preferred
  • Business level Japanese language skill and English language skill