Administrative & Project Coordinator

QUICK USA; Santa Monica (CA); Remote; USD 34,000 - 41,000; Full time

Benefits offered by this job

Benefits: To be confirmed

Job summary

QUICK USA is seeking a Japanese bilingual Administrative & Project Coordinator to support U.S. operations in Los Angeles area.

The role coordinates administrative tasks, accounting support, and import logistics across teams in Japan, Vietnam, and the United States, while liaising with vendors and contractors. The ideal candidate will be organized, detail-oriented, and able to manage multiple responsibilities in a dynamic, project-based environment.

Qualifications

• Business-level proficiency in Japanese and English (written and spoken).
• Experience in import/export operations and international logistics.
• Experience in administration, accounting support, project coordination, or related operations.
• Strong organizational skills with ability to manage multiple tasks independently.
• Excellent communication with vendors, contractors, and internal teams.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Must have valid driver's license and clean driving record.

Responsibilities

• Support day-to-day administrative operations for U.S. business.
• Perform basic bookkeeping tasks, including invoice processing and financial records.
• Coordinate bank transfers, vendor payments, and other accounting-related transactions.
• Communicate with external accounting firms and accountants.
• Maintain and organize business documents and project files.
• Coordinate administrative communications between U.S. operations and overseas teams.
• Coordinate importation of furniture, fixtures, and building materials into the U.S.

Skills

Bilingual Japanese & English

Import/Export operations

Project coordination

Administrative support

Vendor coordination

Remote communication

Driver's license

Microsoft Office

Tools

Microsoft Office Suite

Job description

Position

Japanese Bilingual Administrative & Project Coordinator

Summary

The Administrative & Project Coordinator is responsible for supporting daily administrative operations, accounting-related tasks, import logistics, and project coordination for a company specializing in commercial interior design, architectural products, and related project services.

This position serves as a key liaison between teams in Japan, Vietnam, and the United States, as well as external vendors, contractors, customs brokers, and other business partners.

The ideal candidate is organized, detail-oriented, and capable of independently managing multiple responsibilities in a dynamic, project-based environment.

Essential Duties

General Administration & Accounting Support

• Handle day-to-day administrative operations for the company's U.S. business.
• Perform basic bookkeeping tasks, including invoice processing, payment tracking, and financial recordkeeping.
• Coordinate bank transfers, vendor payments, and other accounting-related transactions.
• Communicate with external accounting firms and accountants regarding financial and administrative matters.
• Maintain and organize business documents, contracts, financial records, and project-related files.
• Coordinate administrative communications between the U.S. operations and overseas teams.

Import & Logistics Coordination

• Coordinate the importation of furniture, fixtures, building materials, and other project-related products into the United States.
• Communicate with overseas teams, shipping companies, customs brokers, and logistics providers regarding shipments and customs clearance.
• Prepare, collect, and organize documentation required for import and customs clearance procedures.
• Monitor shipment status and coordinate deliveries to project sites and other designated locations.
• Assist in resolving shipment delays, documentation issues, and delivery-related matters.
• Coordinate product receiving arrangements with relevant vendors and project stakeholders.

Project & Site Coordination

• Provide administrative and logistical support for commercial interior design and construction-related projects across the United States.
• Communicate and coordinate with contractors, installers, vendors, and other project stakeholders.
• Arrange product deliveries, installation schedules, and site visits in accordance with project timelines.
• Visit local project sites as needed to facilitate communication and coordination among relevant parties.
• Accompany company representatives or business partners during local site visits when required.
• Monitor project-related schedules and provide updates to internal teams in Japan, Vietnam and the United States.
• Support other operational and project-related tasks as assigned.

Working Hours, Working style

Monday–Friday: 10:00 AM–7:00 PM (Tentative, including a one-hour unpaid meal break)

Work arrangements may vary depending on project schedules and operational needs.

Working Location

Los Angeles Area, CA (Remote-based)

Local project site visits is required.

Salary, Benefit

25–30/hour

• Benefits: To be confirmed.

Holidays

Saturday, Sunday, and company-designated holidays (to be confirmed).

Qualifications

Required Qualifications

• Business-level proficiency in both Japanese and English (written and spoken).
• Experience in import/export operations, international logistics, or customs clearance coordination.
• Experience in general administration, accounting support, project coordination, or related business operations.
• Strong organizational skills with the ability to manage multiple tasks and priorities independently.
• Excellent communication and interpersonal skills, particularly when coordinating with vendors, contractors, and internal teams.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and general business software.
• Strong attention to detail and accuracy in documentation and administrative processes.
• Ability to work independently in a remote environment while maintaining effective communication with team members.
• Ability to visit local project sites as needed.
• Must possess a valid driver's license and maintain a clean driving record.

Preferred Qualifications

• Experience in the interior design, construction, furniture, or architectural products industry.
• Knowledge of basic bookkeeping and accounting procedures.
• Experience working with external accounting firms or accounting software such as QuickBooks.
• Experience coordinating with overseas offices, suppliers, and logistics providers.
• Experience in a small business or growing organization where employees manage a broad range of responsibilities.
• Willingness and flexibility to travel domestically for future projects, if needed.

*Duties and responsibilities are subject to change based on business and project needs.