Assistant, Administration

Job Summary:

This position is responsible for ensuring smooth daily office operations for the American Region Headquarters by managing mail and courier services, office supplies and equipment, and facility access. This role serves as the primary point of contact for building management and vendors, coordinates emergency preparedness activities, and handles reception and administrative duties to maintain a safe, organized, and efficient workplace environment.

Duties/Responsibilities:

• Is responsible for daily operations of the mail room such as processing outgoing and incoming U.S. mail, internal company mail, and delivery services
• Liaises with the office building management to promptly address facility-related issues and ensure a safe and comfortable working environment
• Manages office supply matters by placing orders and taking regular inventory
• Coordinates facility emergency responses such as fire drills, including floor warden duties
• Performs office reception duties such as monitoring the door, issuing visitor passes, and processing parking validations
• Coordinates server room maintenance
• Reviews invoices from various vendors and requests payment to Accounts Payable
• Manages office security issues and facility access including office keys, parking cards, and vendor access
• Distributes memorandums and notices from building management to the appropriate staff or departments
• Performs other duties as assigned

Required Knowledge, Skills & Abilities:

• Ability to work independently and collaborate effectively with others
• Excellent business writing skills
• Strong attention to detail
• Proficiency in English (verbal/written)
• Maintain a professional attitude and appearance
• Computer skills (Microsoft Office Suite, Google Workspace)
• Strong analytical thinking, decision making and problem solving abilities

Preferred Knowledge, Skills & Abilities:

• Bilingual English and Japanese is preferred

Education and Experience:

• Associate's degree in Business Administration or another related field, or the equivalent training/experience
• 0-1 year of experience in an administrative role

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Ability to lift a minimum of 15 lbs.

Job Type: Full-time

Pay: $20.00 - $26.34 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Language:

• Japanese (Preferred)

Work Location: In person