Administartion Manager

PASONA N A, INC.; El Segundo (CA); On-site; USD 95,000 - 140,000; Full time

Job summary

Pasona Inc. (United States) in El Segundo, CA, is seeking an experienced Administration Manager to oversee corporate administrative functions, including HR, finance administration, compliance coordination, IT, facilities, and vendor management.

Reporting to the CEO, you will partner with executives to strengthen processes, support employees, and manage operational risk. The role spans cross-border coordination with Japanese and U.S.

Qualifications

• Bachelor’s degree; advanced degree or certification preferred.
• 8+ years in administration, operations, HR, or compliance.
• Experience in regulated environments preferred.
• Strong project management and communication skills.

Responsibilities

• Oversee HR lifecycle, onboarding, payroll, and benefits.
• Coordinate regulatory filings, audits, and internal controls.
• Manage IT, facilities, vendors, and risk management.
• Lead cross-border projects between Japan and the U.S.
• Supervise Office Manager personnel.

Skills

Bilingual Japanese/English

Strong communication

Education

Bachelor's degree

Job description

Reports to: CEO

Japanese/English bilingual skills preferred

About the Role

A professional services firm is seeking an experienced Administration Manager to oversee its corporate administrative functions, including human resources, finance administration, compliance coordination, IT, facilities, and vendor management.

Reporting directly to the CEO, this position will partner with executive leadership to strengthen internal processes, support employees, manage operational risk, and support business growth. The role also involves coordinating initiatives between Japan and U.S. operations and supervising Office Manager personnel.

Key Responsibilities

Human Resources & Talent Management

• Manage the employee lifecycle, including recruiting, onboarding, benefits administration, performance management, promotions, and offboarding.
• Develop and maintain job descriptions, employee handbooks, HR policies, and procedures.
• Coordinate annual performance reviews, goal setting, compensation processes, and employee engagement initiatives.
• Address employee relations matters and advise managers on employment practices and company policies.
• Coordinate immigration matters with external counsel, including H-1B, OPT/STEM OPT, I-9 compliance, and E-Verify requirements.
• Manage employee training, professional development, mentorship, and internship programs.

Compliance, Governance & Regulatory Coordination

• Maintain compliance records, regulatory documentation, internal controls, and document retention procedures.
• Support regulatory examinations, audits, due diligence requests, and compliance reviews.
• Coordinate regulatory filings, registrations, certifications, and reporting deadlines.
• Maintain corporate records, resolutions, and board documentation for affiliated entities.
• Support broker-dealer regulatory initiatives, including FINRA registration, new member applications, and licensing.
• Coordinate with management, outside legal counsel, compliance consultants, auditors, and regulators.

Finance & Business Administration

• Oversee payroll administration and coordinate with external payroll and benefits providers.
• Support budgeting, expense management, employee reimbursements, and operational financial controls.
• Review monthly financial statements for multiple affiliated entities and resolve questions or discrepancies with the external accounting provider. Financial statement preparation is handled by a third party.
• Review vendor contracts, monitor recurring expenses, and manage service provider relationships.
• Coordinate corporate insurance policies, renewals, claims, and related risk management activities.

Information Technology & Cybersecurity

• Oversee technology administration, including employee system access, hardware deployment, software licensing, and onboarding/offboarding.
• Manage relationships with IT service providers, cybersecurity vendors, and technology consultants.
• Coordinate the implementation and maintenance of productivity platforms, collaboration tools, HR systems, and operational software.
• Maintain IT policies, access controls, and cybersecurity awareness programs.
• Evaluate emerging technologies, including AI tools, to improve workplace productivity.

Office Operations & Facilities

• Manage daily office operations, facilities, corporate vendors, and service providers.
• Coordinate office expansion, relocation, workplace planning, and related projects.
• Support business continuity planning and operational readiness.
• Develop scalable procedures and improve administrative workflows.
• Supervise Office Manager personnel.

Strategic Projects & Corporate Initiatives

• Coordinate cross-border projects and global initiatives between Japan and U.S. leadership teams.
• Lead cross-functional projects that support business growth and organizational effectiveness.
• Manage website, branding, communications, and corporate infrastructure projects.
• Develop reports, dashboards, and workflow improvements.
• Support operational integration related to mergers and acquisitions, as assigned.
• Advise executive leadership on workforce planning, operational risk, and organizational improvements.

Qualifications

• Bachelor’s degree required; an advanced degree or relevant professional certification is preferred.
• 8+ years of progressive experience in administration, operations, HR, compliance, or business management.
• Experience in professional services, financial services, investment banking, broker-dealer operations, or another regulated environment is preferred.
• Strong knowledge of employment practices, operational controls, compliance administration, and vendor management.
• Demonstrated project management, organizational leadership, and process improvement skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and handle confidential information with discretion.
• Japanese/English bilingual skills preferred.