Administration & Operations Specialist - Japanese bilingual

Pasona Inc.; New York (NY); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

100% employer-paid medical insurance

100% employer-paid commuting expenses

401(k) plan with safe-harbor matching

PTO and Sick Leave

Job summary

Pasona Inc. in New York, NY is seeking an Administration & Operations Specialist to handle payroll, HR and benefits administration, contract administration, regulatory filings, and customer account support.

The role requires ownership, strong teamwork, and discretion due to sensitive information. Key duties include payroll processing support, confidential records management, benefit administration, contract review, and coordination with providers.

Qualifications

• Bachelor's degree or equivalent relevant work experience preferred.
• Experience in administration, operations, payroll or HR admin is preferred.
• Proficiency with Excel, Word and Outlook is expected.

Responsibilities

• Payroll Administration: support payroll processing and related recordkeeping.
• HR Administration: maintain confidential employee records and onboarding/offboarding.
• Employee Benefits: administer medical insurance and 401(k) records.
• Contract Administration: prepare and review contracts; track deadlines.
• Regulatory & Corporate Administration: coordinate registrations and filings.
• Customer Account Administration: manage customer balances and follow-ups.
• Expatriate & Trainee Support: housing, relocation, lease arrangements.
• General Administration: travel coordination, office supplies, support.

Skills

Strong organizational skills

Attention to detail

Interpersonal & communication skills

Team collaboration

Prioritization & time management

Integrity & discretion

Education

Bachelor's degree or equivalent

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Administration & Operations Specialist

Location: New York, NY

Annual Salary: $60,000-$75,000 (DOE)

Position Overview

• The company is seeking a highly organized, detail-oriented, and trustworthy Administration & Operations Specialist to support day-to-day administrative and operational functions.
• This is a broad-based administrative role covering payroll, HR and benefits administration, contract administration, regulatory and corporate filings, customer account administration, expatriate/trainee support, and general office operations.
• The ideal candidate is someone who takes ownership of responsibilities, manages multiple deadlines effectively, independently prioritizes tasks, and follows through without requiring constant supervision.
• The position requires strong teamwork and communication skills, as the individual will work closely with employees across the organization and various outside service providers.
• Because this role handles sensitive payroll, employee, tax, customer, and corporate information, integrity, discretion, and the ability to maintain strict confidentiality are essential.

Key Responsibilities

• Payroll Administration
  • Support payroll processing, gross-up calculations, employee reimbursements, payroll tax filings, and related recordkeeping.
• HR Administration
  • Maintain confidential employee records, PTO/Sick Day records, required notices and reports.
  • Support employee onboarding and offboarding.
• Employee Benefits
  • Administer medical insurance and 401(k) records.
  • Coordinate required filings and annual processes with outside service providers.
• Contract Administration
  • Prepare and administratively review contracts for accuracy and completeness.
  • Coordinate execution and filing, track deadlines, and process early terminations.
  • This position does not perform legal review or legal interpretation.
• Regulatory & Corporate Administration
  • Coordinate state and business registrations, annual filings, licensing-related administrative matters, and maintenance of required corporate records.
• Customer Account Administration
  • Maintain customer balance records.
  • Track outstanding amounts and late fees and coordinate follow-up as necessary.
• Expatriate & Trainee Support
  • Assist with housing, lease renewals, tenant insurance, relocation arrangements, and related administrative matters.
• General Administration
  • Coordinate business travel.
  • Maintain office and kitchen supplies.
  • Order business cards.
  • Provide other administrative support as needed.

Compensation & Benefits

• Annual salary: $60,000-$75,000 (DOE)
• 100% employer-paid medical insurance for employees, including coverage for eligible dependent children.
• 100% employer-paid commuting expenses.
• 401(k) plan with company safe-harbor matching contributions.
• Paid Time Off (PTO) and Sick Leave.
• Other company-sponsored benefits, as applicable.

Qualifications

• Bachelor's degree or equivalent relevant work experience preferred.
• Prior experience in administration, operations, payroll, HR administration, accounting support, or a related field preferred.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Strong attention to detail and comfort working with numbers and documentation.
• Ability to independently prioritize work and follow through on responsibilities.
• Strong interpersonal and communication skills with a collaborative, team-oriented approach.
• High level of integrity, discretion, and professionalism when handling confidential information.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Experience with payroll, employee benefits, contracts, business registrations, or regulatory filings is a plus, but expertise in all areas is not required.

What the Company Is Looking For

• Reliable, organized, proactive, and trustworthy.
• Able to keep track of multiple deadlines, determine priorities independently, and ensure responsibilities are completed accurately and on time.
• Works well with others, communicates proactively, and contributes to a cooperative and respectful work environment.
• Understands the importance of confidentiality and can be trusted with sensitive employee, payroll, and company information.
• Expertise in every area listed above is not required.
• Willing to learn, able to take ownership of responsibilities, and committed to supporting the team.