Business Operations – Japanese Bilingual

Pasona Inc.; New York (NY); Sur place; USD 55 000 - 70 000; Plein temps

Résumé du poste

Pasona Inc. in Midtown Manhattan, NY seeks a Business Operations specialist who is bilingual in Japanese and English. The role focuses on quotations, cost summaries, order processing, invoicing, and vendor coordination to ensure timely delivery and accurate records.

Required is strong Excel proficiency, math precision, and customer service skills, plus excellent English/Japanese communication. This on-site position supports office operations and vendor management.

Qualifications

• Proficient in Excel with formulas and data manipulation.
• Strong math and numerical accuracy.
• Professional customer service skills.
• Bilingual in English and Japanese (written and spoken).

Responsabilités

• Prepare quotations and cost summaries by coordinating with engineers, sales, carriers, suppliers, subcontractors and other sales order stakeholders.
• Draft and manage Master Service Agreements and distribute them to customers, maintaining records.
• Review order documentation for completeness and accuracy.
• Place orders and check delivery dates for items to be purchased.
• Create invoice data for started/completed services and enter sales orders into internal systems.
• Maintain and update internal databases (Account/Customer) with order information.
• Prepare purchase requests based on approved cost summaries.
• Coordinate product fulfillment and ensure on-time delivery.
• Place orders with vendors for licenses, software, and other products.
• Communicate with carriers and data center providers to obtain quotes and coordinate orders.
• Monitor order status and share updates with customers and staff.
• Compile monthly sales reports and maintain accurate sales records.
• Provide backup support for team members and assist during staff absences.

Connaissances

Excel

Attention to detail

Customer service

Bilingual English/Japanese

Organization

Teamwork

Description du poste

Business Operations - Japanese Bilingual

Location: Midtown Manhattan, New York, NY

Salary: $55,000-$70,000

Language: Japanese & English required

Hiring: Urgent / ASAP

Essential Job Duties

• Prepare accurate quotations and complete cost summary sheets by coordinating closely with engineers, sales representatives, carriers, suppliers, subcontractors, and other parties involved in sales orders.
• Draft and prepare Master Service Agreements, distribute agreements to customers and relevant parties, and maintain organized records within the company's internal filing system.
• Review order documentation, including order sheets and cost sheets, received from sales representatives to ensure all required information and supporting documents are complete.
• Place orders and check delivery dates for items that need to be purchased.
• Create invoice data for orders where the service has started or delivery is complete.
• Enter sales orders into internal order systems (Account Database and Customer Database) and update and maintain these databases.
• Prepare purchase request forms based on approved cost summary sheets.
• Control orders and coordinate product shipments to ensure on-time delivery.
• Place purchase orders for licenses, software solutions, and other products from vendors.
• Place orders with service providers, suppliers, and subcontractors.
• Communicate with carriers, equipment vendors, and data center providers to obtain necessary quotes, place orders, and coordinate timely completion.
• Monitor and track order status and progress by maintaining close communication with sales representatives, engineers, suppliers, and other stakeholders.
• Regularly update and share ongoing order and service activation status with customers, vendors, engineers, the sales department, and other internal staff members.
• Enter sales order information and invoice data into internal systems and modify invoice forms as required.
• Compile monthly sales reports based on customer invoices and maintain accurate and up-to-date sales records.
• Manage incoming and outgoing mail, packages, and deliveries.
• Request, process, and issue Certificates of Insurance (COIs) for incoming and outgoing requirements.
• Coordinate product fulfillment, process product return requests, and review and handle vendor invoices related to product purchases.
• Enter and update asset information in the company's asset management systems, including FAS and HRTM, and maintain accurate asset-related records and lists.
• Provide backup support for team members and assume additional responsibilities as needed to ensure continuity of operations during staff absences.

Required Skills & Abilities

• Intermediate to advanced proficiency in Microsoft Excel, including the ability to work with spreadsheets, formulas, and data accurately.
• Strong mathematical skills with a high level of attention to detail.
• Professional customer service skills.
• Strong verbal and written communication skills in English and Japanese.
• Strong organizational and time-management skills, with the ability to prioritize tasks effectively and meet deadlines.
• Ability to work collaboratively in a team-oriented environment.

Preferred Qualifications

• Previous experience in office administration, order and purchase coordination, data entry, or a related administrative role is preferred.