Job Description

Office Administrator

This position is responsible for coordinating and managing a variety of office administration functions including HR support, day-to-day office management and reception, shipping/receiving, purchasing, and sales and service support for various locations of the company.

Essential Job Functions

Office Administration

• Provide general office support including mail distribution, answering telephones, filing, catering, ordering supplies, etc.

• Take minutes for meetings and hearings.

• Ensure operations of office equipment by completing maintenance and calling of repairs

• Organize and compile company records and documentation

• Schedule meetings, organize calendars, and record meeting minutes

• Prepare well packed shipments and maintain all shipping materials, such as boxes, cushions, bubble wrap, shipping tape, etc. Receive and distribute packages accordingly.

• Support travel arrangements (domestics and international) including hotel, flights, rental car, etc.

• Studies and implements management policies and procedures in order to improve the effectiveness and efficiency of workflow and reporting procedures.

• Manages and renews contracts with corporate service agencies, such as insurances, benefits, vehicles, office leases, etc.

• Prepares and files statements and reports for government and insurance agencies as required.

• Identifies administrative needs and develops appropriate solutions or recommendations.

• Coordinates activities of various departments or employees within the Company.

• Interprets and applies laws, rules, and regulations applicable to the organization.

• Handles employees’ inquiries and refers matters to the appropriate party and follow up as necessary

• Answer general inquiries from customers, vendors, or other colleagues

• Handle sensitive information in a confidential manner

• Assist Field Service Engineers for scheduling meetings and reporting.

• Perform other related duties and responsibilities, as assigned

Inventory, Parts and Asset Management

• Searches and maintains inventory records to determine if parts and/or products on hand is in sufficient quantity.

• Assures that the ordered parts and/or products are delivered on schedule, at the negotiated price, and meets the quality standards of the company.

• Coordinates appropriate methods needed to distribute parts and/or products in a cost-effective manner to and from the supplier.

• Adapt and use internal and customer portal sites for purchase orders and reporting.

• Prepares requisitions, purchase orders and other forms as directed.

• Communicates with the accounting team to assure the timely processing of inventory payables and other inventory accounting related matters.

• Interfaces with the sales and service team to coordinate purchasing management

• Interfaces with the sales and service team to coordinate proper inventory management.

• Confirms items, prices and freight costs of purchasing shipments to verify information against bills of lading, invoices, orders, or other records; forwards invoices to the accounting department.

• Communicates in a professional manner with supplier(s) (i.e. MRF in providing RFQ, negotiating pricing, delivery schedule) and the company's headquarters in Japan (i.e. in providing delivery schedule to Japan).

• Organize information in a variety of formats (Excel charts, diagrams, email, etc.) in a timely manner

• Creates and arranges periodical (i.e. annual) cost reduction negotiation with suppliers

• Coordinate and keep records for registering and disposing assets, inventory, parts.

• Assists and performs other projects as assigned by management.

Export/Import and Shipping/Receiving

• Coordinate with company's logistic teams, below tasks will be performed

• Collect import, export, shipping documentation, review, and processing.

• With knowledge of export and import regulations, prepare shipping document.

(Export, Import and domestic shipment)

• Daily tracking & follow up on all shipments. Arrange shipment on forwarding specified destinations.

• Awareness of import & export regulations of documentation, packaging, and labeling requirements for each country, and prepare such.

• Involve with the physical shipment handling. Able to handle 100+ lbs shipment with use of hand tools, such as dolly.

• Create shipment. Able to pack product with secure cushions. Maintain all shipping materials, such as boxes, cushions, and shipping tapes, etc.

• Investigate and resolve troubled shipment. Keep management, Sales, and HQ informed of any issues or problems.

• Communicate with custom brokers on documentation. If necessary, research and prepare document.

• Communicate with the freight forwarders in managing shipment schedules.

• Answer general inquiries from customers, vendors, or other colleagues and assist their shipment.

• Hazardous Goods knowledge preferred.

Human Resources Assistance

• Support recruiting activities such as organize interviews, and preparation of onboarding.

• Advises management in appropriate resolution of employee relations issues.

• Handles employees’ inquiries in regards to the Company’s policies, procedures; investigates employee complaints.

• Assists and execute human resources policies and procedures.

• Support various matters for HQ employees

• Identifies legal requirement and government reporting regulations and ensures policies, procedures, and reporting are in compliance.

Other & Miscellaneous

• Seeks constant improvement, more efficient and less expensive ways and means in work processes.

• Performs other duties and projects as assigned by Company management.

• Maintains high ethical standards in the workplace.

• Reports all irregular issues and problems to management for solution.

• Maintains good communication with supervisors, other staff members, customers and others.

• Complies with all company policies and procedures.

• Responsible for maintaining a clean and safe working area

Job Requirements: skills, qualifications, working conditions

Minimal Required Essential Job Skills

Accuracy, Attention to Detail, Basic Math Skills, Communications (Oral & Written), Dependability/Reliability, Initiative/Follow Through, Listening & Understanding, Diplomacy, Confidentiality, Multitasking, Office Management, Planning & Organizing, Supervisory, Team Worker.

Export/Import and Shipping/Receiving

Qualifications

Education & Work Experience

• Bachelor’s degree (B.A.) from a four-year college or university or equivalent combination of education and experience.

• Between one or two years of previous work experience in a similar position.

Tools & Equipment

• General office equipment including phones, personal computer, email, fax, copier, etc.

• Software includes the use of Windows operating system & MS Office.

Supervisory Responsibilities

• Supervises staff level employees.

Work Environment & Physical Demands

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential job functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Work is performed in an office environment.

• May occasionally need to travel locally by car for business purposes. No overnight business travel is required.

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