General Affairs Administrative Assistant

Overview

The General Affairs Administrative Assistant supports the day-to-day functioning of the General Affairs team. This role calls for a polished, dependable professional who can handle sensitive information carefully, stay organized across multiple tasks, and communicate comfortably in both Japanese and English.

Responsibilities

• Oversee incoming and outgoing U.S. mail, and keep postage machines, supplies, and related materials stocked and maintained.
• Arrange courier shipments such as FedEx, UPS, and international deliveries, including the preparation of required paperwork and tracking records.
• Help manage lobby access and provide support to visitors.
• Raise purchase orders and handle invoice processing for department costs and vendor services.
• Prepare and submit bi-monthly expense reports and business travel reports through Concur.
• Keep the breakroom supplied and tidy, including care of coffee equipment.
• Track and replenish office supplies, janitorial materials, and PPE inventory.
• Assemble PPE packages for plant visitors when needed.
• Respond to incoming calls, route them appropriately, and share company or employee information as required.
• Support department projects and other administrative duties as assigned.

Requirements

• Strong organization skills and the ability to manage several priorities at once.
• Clear verbal and written communication skills.
• A customer-focused, professional, and calm approach.
• Ability to work both independently and as part of a team.
• Strong attention to detail and reliable follow-through.
• Comfort handling confidential and sensitive matters with discretion.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Working knowledge of office administration processes such as document handling, order processing, and basic accounting.
• A bachelor’s degree in a related field is preferred.
• 1 to 3 years of administrative experience is preferred.

Compensation

The pay range for this position is USD 22.50 to 28.50 per hour.