Administrative Executive (Japanese speaking)

Shimizu Corporation; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading company is seeking a highly organized Administrative Executive to support the Deputy General Manager in managing administrative functions. The ideal candidate will be fluent in Japanese and English, possess strong communication skills, and work well in a dynamic environment.

Qualifications

• Native-level Japanese proficiency (spoken and written) and fluent English.
• Proven experience coordinating with multiple departments and international teams.

Responsibilities

• Assist in planning, coordinating, and executing administrative projects.
• Monitor project timelines and track deliverables.
• Provide full-spectrum administrative support to the Deputy GM.

Skills

Organizational Skills

Interpersonal Skills

Communication Skills

Education

Diploma or Degree in Business Administration

Tools

Microsoft Office

Job description

Job Summary:

We are seeking a highly organized and detail-oriented Administrative Executive to support the Deputy General Manager (Administration) in managing administrative functions and cross-border coordination. The ideal candidate is fluent in both Japanese and English to communicate with Japanese HQ, possesses strong interpersonal and communication skills, and is capable of working independently in a dynamic, multi-cultural environment.

Key Responsibilities:

• Assist the Deputy General Manager (Admin) in planning, coordinating, and executing administrative projects and initiatives.

• Monitor project timelines, track deliverables, and follow up on outstanding action items to ensure timely completion.

• Collect, analyze, and compile data for reports, presentations, and internal documentation.

• Provide full-spectrum administrative support, including handling ad hoc tasks and assignments from the Deputy GM.

• Coordinate travel arrangements for business travellers, including flight and hotel bookings, scheduling meetings, and making dining reservations.

• Support Japan-based employees relocating to Singapore by:

  • Preparing and organizing documentation for work pass applications.

  • Assisting with internal administrative submissions.

  • Guiding employees through local living arrangements and onboarding procedures.

• Serve as a point of contact with Tokyo Headquarters, ensuring effective communication and timely responses to queries.

Requirements:

• Diploma or Degree in Business Administration, Management, or a related field.

• Native-level Japanese proficiency (spoken and written) and fluent English due to need to communicate between Japanese HQ and Singapore HQ.

• Strong organizational and time management skills with the ability to handle multiple priorities and meet deadlines.

• Excellent attention to detail and a high level of accuracy in work output.

• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).

• Familiarity with basic accounting and administrative finance functions is a plus.

• Proven experience coordinating with multiple departments and international teams, particularly with Japan-based offices.

• Excellent interpersonal and communication skills, with a proactive and self-motivated approach.