Administrative Coordinator

Sojitz Corporation of America; New York (NY); On-site; USD 90,000 - 120,000; Full time

Job summary

Sojitz Corporation of America is seeking an experienced secretary to provide high-level administrative support to the COO, Executive of Investor Relations, and Corporate Planning General Manager in New York. The role includes travel planning, meeting coordination, and producing confidential reports.

The position requires Japanese fluency, strong communication, and proficiency in SAP, Concur, and Microsoft Office. In-person work at the office is a regular component of the role.

Qualifications

• Strong verbal and written communication skills; ability to interact with all levels of management in a fast-paced environment.
• Fluency in Japanese: speak/read/write.
• Proficient in SAP, Concur, Microsoft Office.
• Demonstrate cooperative attitude and interpersonal skills with clients and coworkers.
• Demonstrate flexibility and the ability to work as a team member.
• Good decision making and problem-solving skills.
• Ability to work on multiple projects simultaneously.

Responsibilities

• Provide advanced, bi-lingual secretarial support by maintaining schedules, making travel and entertainment arrangements, processing expenses and coordinating guest registrations.
• Prepare or complete various reports, presentations, surveys and correspondences of a moderately complex and confidential nature.
• Maintain data shared between departments by filing and recording information accordingly.
• Answer and screen telephone calls, handle inquiries, take messages and route calls to the appropriate party.
• Process invoices and manage vendor codes, AP/AR, FOREX contracts for the Corporate Planning Department.
• Prepare cash flow projections for executive offices and corporate planning.
• Coordinate board/executive/management meetings, arrange refreshments, hotel and limo services, and prepare documents.
• Maintain corporate profiles and distribution lists, and update organizational data for the department.
• Distribute information from sources like JETRO, JIJI, Brains, Horizon.
• Fill in to support Executive Assistant’s tasks during absence.
• Contributes to team efforts by accomplishing related results as needed.

Skills

Japanese fluency

Communication skills

SAP

Concur

Microsoft Office

Interpersonal skills

Multitasking

Tools

SAP

Concur

Microsoft Office

Job description

This position is responsible for providing secretarial and administrative support primarily to the Chief Operating Officer, Executive of Investor Relations, and the Corporate Planning General Manager. In addition, this position will provide administrative support to the Corporate Planning Department and will support in making travel arrangements and expense reimbursements for the management members of the Corporate Planning Department.

ESSENTIAL FUNCTIONS:

• In-person work at the assigned office location is a regular component of this role’s responsibilities.
• Provide advanced, bi-lingual secretarial support by maintaining schedules, making appointments, making travel and entertainment arrangements, processing expenses and coordinating guests’ registrations and communicate schedule to all parties involved.
• Prepare or complete various reports, presentations, surveys and correspondences of a moderately complex and confidential nature.
• Maintain the data shared between the departments, by filing and recording the information accordingly.
• Answer and screen telephone calls, handle inquires, take messages and route calls to appropriate party and respond to requests for information.
• Issue invoices, apply FOREX contract, process accounts payable/accounts receivable/Kokei/allocations/amortization and Vendor Code Applications for the Corporate Planning Department, such as Intra Group Service (“IGS”) fees and Corporate Business Policy (“CBP”) premiums, Lima Office and San Jose Office.
• Prepare cash flow projections for the CEO Office, CFO/CAO Office, the Corporation Planning Department and the Corporate Head.
• Monitor and check the miscellaneous ledger and investigate entries as needed.
• Coordinate renewing the Service Agreement of Americas Regional IGS.
• Assist in coordinating board/executive/management meetings by checking participating board members/executives’ schedule, arranging refreshments for the meeting, organizing business dinner and a reception, booking hotels and limo/car services for participants, and preparing meeting documents.
• Maintain and update corporate profiles, organization charts, distribution/mailing lists and other data and information for the Department.
• Distribute news and information from JETRO, JIJI, Brains, Horizon and other sources.
• Fill in to support Executive Assistant’s tasks during her absence.
• Contributes to team efforts by accomplishing related results as needed.

POSITIONS REPORTING TO THIS EMPLOYEE:

None.

BUDGETARY RESPONSIBILITY:

None.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

-Strong verbal and written communication skills, plus ability to interact with all levels of management in a fast-paced environment.

-Fluency in Japanese: speak/read/write.

-Proficient in SAP, Concur, Microsoft Office (e.g., Microsoft Word, Microsoft Excel, and Microsoft PowerPoint).

-Demonstrate a cooperative attitude, interpersonal and communication skills with clients and coworkers.

-Demonstrate flexibility and the ability to work as a member of a team.

-Good decision making and problem-solving skills.

-Good analytical skills with attention to detail and accuracy required.

-Ability to work on multiple projects simultaneously required.