To accelerate our global expansion, we are looking for one Administrative Specialist in Japan to support the Japan Sales Director and the entire Japanese team, while serving as a bridge between our China headquarters and the Japanese team.
This is not merely an administrative role, but a unique opportunity to participate in building a multinational company from the ground up and shaping its Japanese operational model.
ResponsibilitiesThe duties and responsibilities of this position consist of, but are not limited to, the following:
Manage daily office operations, including reception, mail handling, office supply procurement, and facility maintenance;
Facilitate communication between China and Europe teams, including meeting scheduling, documentation (basic business content), and calendar coordination;
Handle administrative paperwork such as file archiving, data management, and expense reimbursement support;
Organize internal meetings and client visits, overseeing logistical arrangements and preparatory work;
Coordinate international logistics between China and Europe (including import/export of samples, documents, and office supplies etc.), handle customs documentation, track shipment status, and serve as the internal liaison to ensure seamless logistics operations.
Act as the primary customer service interface, responsible for pre-sales consultations, order status tracking, post-sales issue documentation and closed-loop feedback, while regularly compiling customer FAQs to optimize service processes and knowledge bases.
Support human resources tasks including employee onboarding procedures and travel arrangements;Complete other administrative tasks assigned by superiors while adapting to the flexible collaboration model of a startup environment.
Qualifications
Bachelor degree in Administrative Management, Business Foreign Languages is preferred, or equivalent practical experience.
Minimum 3 years of experience in administrative, secretarial, or assistant roles;
Excellent communication and coordination skills with strong service orientation and attention to detail;
Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook);
Adaptable to cross-cultural work environments, proactive, and capable of multitasking.
Fluent in English and Japanese; fluency in Chinese is a plus.
Equal Opportunity Statement
We are committed to diversity and inclusivity in our hiring practices and encourage applications from all qualified individuals.
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