Administrative Assistant – Japanese bilingual

Job Title: Administrative Assistant

Location: Midtown Manhattan, New York, NY

A Japanese company in Manhattan is hiring bilingual Administrative Assistant.

Employment Details

• Employment Type: Non-Exempt
  • Work Schedule: Monday – Thursday (4 days / week)
  • 9:00 AM – 5:30 PM
  • 1-hour unpaid lunch
  • Salary: $55,000/year ($35.30/hour)
  • Benefits:Medical, Dental, Vision insurance
  • Eligible from Day 1
  • No 401(k)
  • Probation Period: 90 days

Position Summary

• Provide comprehensive administrative support including office operations, reception, clerical duties, and basic accounting functions
• Support internal teams and management with daily administrative tasks

Key Responsibilities

Office Administration

• Prepare and process expense reports
• Receive, review, and submit approved invoices through internal systems
• Maintain and organize filing systems and document retention
• Coordinate and schedule internal/external meetings and company events
• Manage business card orders and inventory
• Prepare meeting materials, reports, and presentations
• Conduct research and provide administrative support to supervisors as needed

Office Operations & Coordination

• Handle incoming/outgoing mail, packages, and phone calls
• Welcome and assist office visitors, directing them appropriately
• Communicate with external vendors (office maintenance, IT services, etc.)
• Perform general clerical duties (copying, scanning, printing, faxing, mailing)
• Manage office supplies and place orders as needed

Accounting & Compliance Support

• Assist with administration of insurance policies (liability, medical, etc.)
• Coordinate with external accounting firms for tax-related matters
• Support reporting requirements in line with internal corporate policies
• Assist with expense policy compliance (entertainment and business expenses)
• Help monitor and track budget execution status
• Coordinate with external professional vendors for contract renewals when needed

General Duties

• Maintain high ethical standards in the workplace
• Report issues or irregularities to management and assist with resolution
• Ensure compliance with company policies and procedures
• Perform additional duties as assigned

Qualifications & Skills

• Strong attention to detail and accuracy
• Ability to handle confidential information
• Basic accounting knowledge
• Strong organizational and time management skills
• Ability to multitask and prioritize effectively
• Strong interpersonal and communication skills
• Customer service mindset and adaptability
• Reliable, dependable, and team-oriented
• Basic math skills

Language Requirements

• Fluent in both Japanese and English (reading, writing, speaking)

Education & Experience

• High school diploma or equivalent required
• Minimum 1 year of office administrative experience

Technical Skills

• Proficiency in Microsoft Office and Windows OS
• Experience with general office equipment (phone, copier, scanner, etc.)
• Familiarity with video conferencing tools

Work Environment

• Office-based role with moderate noise level
• Occasional standing, walking, and light physical activity required

Work Arrangement (Hybrid)

• Frequent office attendance is preferred at the beginning
• Approximate expectation: 2 days/week in office (flexible, not mandatory)

Additional Information

• No regular travel required (occasional business trips may occur)