Job Description

Position Title: Administrative Specialist

Position Summary:

Under the direction of the supervisor, the Administrative Specialist is responsible for managing the daily operations of the Human Resources and Administration department. This role requires a proactive individual with excellent organizational and communication skills, capable of handling multiple responsibilities efficiently in a fast-paced environment.

Key Responsibilities:

Office Administration

• Provide general administrative support to supervisors and coordinate communication with senior management
• Manage incoming/outgoing mail and packages; assist with office visitors and meeting setups
• Oversee office supply inventory and maintenance, including beverages and tea for employees and guests; coordinate with vendors (e.g., cleaning, catering)
• Assist with corporate events and internal communications
• Manage and update the corporate calendar
• Prepare, update, and manage internal documents and reports
• Process monthly vendor vouchers and maintain accurate records
• Provide basic troubleshooting and hardware setup support
• Administer cloud-based platforms such as Office 365, Zendesk, and RingCentral

Customer Support

• Respond to customer inquiries and complaints; ensure timely resolution and appropriate follow-up
• Create product investigation reports and coordinate with the Production Department
• Maintain strong communication and relationships with customers; escalate issues when necessary
• Collaborate with other departments to ensure customer satisfaction
• Maintain customer service records and support the development of service procedures and standards

HR & Compliance Support

• Support onboarding and offboarding processes (e.g., account setup, phone extensions)
• Assist with benefits and insurance administration; liaise with brokers for renewals and claims
• Maintain employee records, including business cards and internal documentation
• Open/close state business tax accounts and manage correspondence related to tax notices

Knowledge, Skills, and Abilities:

• Associate degree or equivalent experience (2–3 years) in administrative or HR support roles
• Strong written and verbal communication skills in Japanese and English
• Proficient in Microsoft Office (especially Excel); experience with databases preferred
• Detail-oriented, highly organized, and capable of multitasking
• Flexible and eager to learn new systems
• HR experience is a plus

Working Conditions:

Primarily office-based with occasional need to lift or move light items. Requires independent work and cross-department collaboration.

To apply, please send resume to abutterfield@pasona.com

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