TransPerfect

[ENTRY LEVEL] Japanese Office Assistant

ID
2016-7259
Category
Administrative/Clerical
JP-Tokyo

Responsibilities

OVERVIEW
Undertakes administrative and office support activities. The aim of this role is to ensure that the office environment stays neat, clean and welcoming to employees and visitors. Moreover, it is the Assistant’s responsibility to support the business locally by providing assistance to operations, accounting and HR in the Japanese language. This role covers the geographical area of Japan only.

 

DESCRIPTION
[Operations]
• Be the first point of contact. Meet and greet the business’s clients and visitors, offer them refreshments and directing them to the right person
• Answer and screen phone calls
• Keep the office, reception area, conference room neat and clean – including main door, lift hall and windows
• Record and handle all incoming and outgoing couriers; organize international shipments; collect, send, sort & distribute mail
• Review and assist with operations-related invoices for Tokyo Office such as phone systems, courier, office supplies etc
• Liaise with office service providers
• Maintain inventory of office supplies and orders as necessary
• Ensure office equipment is properly maintained and serviced
• Issue and manage the office security cards
• Coordinate the office layout change (when required)
• Uphold and update local Safety policy and procedures such as the fire protection plan, disaster preventing plan ; perform and/or organize risk assessments where necessary
• Establish, modify the office operation procedure and policy, and ensure all employees in the office understand
• Serve as the go for office inquiries and liaise with the appropriate individuals or departments

 

[Business Support (local Japanese)]
• Coordinate special events, such as “office party,” include planning, searching venues, payments, arranging for refreshments and necessary equipments
• Assist MarComm team (in HK) to create promotional goods or materials and ordering them from appropriate vendors
• Liaise with the external legal counsel to review business contracts.
• File documents; Develop or modify filing practices

 

[Accounting – local support (Where Japanese language is required)]
• Prepare necessary payment slips, liaise with appropriate local banks
• Ensure payments are done; Prepare the mapping table to avoid the delay of payments
• Create the monthly report (bank statement) for the accounting team in US
• Submit annual tax reports to the authorities (reports will be prepared by our accounting office)

 

[Human Resources (HR Assistant type of duties for Japan only and Japanese language is required)]
• Arrange health check-up appointments, set up and maintain health check-up records
• Assist to confirm the attendance record is up to date in the time registration system (confirm approvals are entered, ensure absences match PTO days logged in the HRIS, check overtime logged etc)
• Assist with preparing insurance cancellation forms, application of the benefits, or nursery etc
• Maintain and update employee records
• Coordinate the year-end tax adjustment; liaise with a payroll vendor, distribute to and collect necessary documents from employee

 

[Other]
• Complete special projects and/or tasks
• Complete all other tasks that are deemed appropriate for your role and assigned by your manager/supervisor

Qualifications

REQUIRED SKILLS
• Good organizational skills, Problem solving and analytical skills, Attention to detail
• Good communication skills (written and verbal) in English and Japanese
• Willingness to take ownership of works
• Ability to work effectively across organizational boundaries
• Ability to complete tasks in a timely manner and with minimal supervision
• Ability to maintain professionalism and confidentiality in all situations
• Ability to handle sensitive information in a confidential manner
• Positive attitude, resiliency, and the ability to produce high quality and volume at a fast pace
• Maintain flexibility to take on additional responsibilities, as needed
• Good knowledge of MS Office (specifically Excel)

 

REQUIRED EXPERIENCE & QUALIFICATIONS
• 1 year of working experience: prior working experience in an administrative role or a customer service oriented role would be a plus.
• Language: Japanese (Native), English (Advanced)

Overview

For over 20 years, TransPerfect has provided comprehensive language and technology solutions to help our clients communicate and conduct business more effectively in a global marketplace. Equipped with a quality management system certified to both the ISO 9001:2008 and EN 15038:2006 standards, TransPerfect provides a full array of language and business support services, including translation, interpretation, multicultural marketing, website globalization, subtitling, voiceovers, staffing services, multicultural marketing, training and learning, and legal support services. TransPerfect also offers a suite of cutting edge technologies that significantly reduce costs and improve consistency throughout the translation process, making TransPerfect the vendor of choice for the world's leading multinationals.

 

With annual revenues of over $470 million, TransPerfect is the world's largest privately held provider of language services and technology solutions. From offices in more than 85 cities on six continents, TransPerfect offers a full range of services in 170+ languages to clients worldwide. With an unparalleled commitment to quality and client service, TransPerfect is fully ISO 9001 and EN 15038 certified. TransPerfect has global headquarters in New York, with regional headquarters in London and Hong Kong.

 

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