Administrative Coordinator

QUICK USA; Houston (TX); On-site; USD 60,000 - 72,000; Full time

Benefits offered by this job

Health, Dental, Vision, Life Insurance

401(k) Matching

Paid Time Off

Job summary

QUICK USA in Houston, TX is seeking a highly organized Administrative Coordinator to support our office and active sales teams. You will manage quotations, orders, invoices, and shipments while coordinating cross-border logistics and communications with HQ in Japan.

Requirements include 5+ years of admin experience, business English and Japanese, and proficiency in Microsoft Office; ERP/CRM experience is a plus. In-office role with a competitive benefits package.

Qualifications

• 5+ years of administrative or office support experience.
• Business-level English and Japanese required for HQ communication.
• Associate's or Bachelor's degree preferred.
• Proficient in Microsoft Office; ERP/CRM experience a plus.

Responsibilities

• Provide extensive administrative and secretarial support to the Office Manager and Local Sales Manager.
• Prepare quotations, purchase orders, invoices, and sales contracts.
• Coordinate domestic and international shipments with freight forwarders and logistics providers.
• Facilitate communication between customers, suppliers, and the global HQ in Japan.
• Manage travel, calendars, and scheduling for the team.
• Process expense reports and support basic accounting activities.
• Assist marketing activities, including trade shows and events.
• Handle office supplies, vendor relations, and general facility admin.

Skills

English (business)

Japanese (business)

Organizational skills

Multitasking

Communication skills

Education

Associate's or Bachelor's degree

Tools

Microsoft Office

ERP systems

CRM systems

Job description

$60K-72K

• A global trading and industrial machinery company is seeking a highly organized and detail-oriented Administrative Coordinator to support our Houston office. This position plays a key role in ensuring smooth daily office operations while providing administrative and logistics support to our active sales teams. The ideal candidate is proactive, customer-oriented, and comfortable working in a multicultural environment.

Provide extensive administrative and secretarial support to the Japanese Office Manager and Local Sales Manager.

Prepare and manage crucial business documents, including quotations, purchase orders, invoices, and sales contracts.

Coordinate domestic and international shipments, communicating closely with freight forwarders and logistics providers.

Facilitate smooth communication between customers, suppliers, and the global headquarters in Japan.

Assist with critical import/export documentation and complex logistics coordination.

Maintain accurate sales records, filing systems, and updated office documentation.

Manage business schedules, calendar coordinates, and travel arrangements for the team.

Process expense reports and provide essential support for basic accounting activities.

Manage office supplies, vendor relationships, and general office facility administration.

Answer incoming telephone calls, manage general emails, and greet visitors professionally.

Support marketing activities, including trade shows, industrial exhibitions, and customer events.

Perform other general administrative and operational duties as assigned by management.

8:30 AM – 5:30 PM (Monday – Friday) with a 60-minute lunch break.

In‑office position (No remote work available).

Working Location

• Houston, Texas

Salary / Benefit

• $60K - $72K annually (Depending on experience)

Health, Dental, Vision, and Life Insurance.

401(k) Matching and Retirement Plan.

Paid Time Off (PTO).

Holidays

• Weekends (Saturday and Sunday) and national/company holidays.

Qualifications

Language: Business-level fluency in both English and Japanese is REQUIRED (capable of smooth communication with HQ in Japan).

Experience: 5+ years of administrative or office support experience.

Education: Associate's or Bachelor's degree preferred.

Skills: Excellent organizational, multitasking, and strong written/verbal communication skills.

PC Skills: High proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint). Experience with ERP or CRM systems is a plus.

Mindset: Highly detail-oriented with strong problem‑solving skills, and the ability to work independently.

Preferred: Experience working in manufacturing, industrial equipment, engineering, or trading companies. Experience with international business, logistics, or import/export documentation is highly preferred.