Japanese Bilingual HR & Administrative Coordinator#13015

Actus Consulting Group; Grand Prairie (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

Actus Consulting Group is seeking an HR & Administration Coordinator to support human resources, administrative, and accounting functions in a growing Texas organization.

The role focuses on onboarding, payroll coordination, benefits, records management, and office operations while assisting with bookkeeping and month-end tasks. You will interact with employees and external partners to ensure smooth operations.

Qualifications

• Minimum 2 years of experience in human resources, administration, payroll, office operations, or a related field.
• Strong organizational, communication, and interpersonal skills.
• Ability to handle sensitive and confidential employee and financial information with discretion.
• Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and Teams.
• Ability to manage multiple priorities and maintain accuracy in a fast-paced environment.
• Strong attention to detail and problem-solving skills.
• Experience with HRIS, payroll systems, QuickBooks, or similar business systems preferred.
• Basic bookkeeping, accounts payable, or accounting support experience preferred.
• Experience supporting employee benefits administration, onboarding, payroll, or office operations preferred.
• Ability to work independently and collaboratively within a small, growing organization.
• Bilingual English and Japanese communication skills.
• Experience with ADP Workforce Now or other payroll and HRIS systems preferred.

Responsibilities

• Coordinate onboarding/offboarding and maintain personnel files
• Assist with payroll administration with payroll providers
• Administer leave programs and record leaves
• Administer benefit programs and enrollments
• Maintain HRIS and payroll data accuracy
• Support recruiting: postings, scheduling, screening
• Respond to employee payroll/benefits/policy inquiries
• Maintain HR documentation to comply with laws
• Prepare routine HR reports for management
• Coordinate employment verification requests and other HR admin tasks
• Serve as main contact for incoming inquiries and route to appropriate team

Skills

Organizational skills

Communication

Discretion with confidential info

MS Office

Multitasking

Attention to detail

Bilingual English/Japanese

HRIS

Payroll systems

QuickBooks

ADP Workforce Now

Team player

Tools

HRIS

Payroll systems

QuickBooks

ADP Workforce Now

MS Office

Job description

Position Summary

The HR & Administration Coordinator is responsible for supporting the company's human resources, administrative, and accounting functions. This position plays a key role in supporting the growth of the organization by coordinating employee lifecycle activities, maintaining records, assisting with financial administration, and managing general office operations.

Key Responsibilities

Human Resources Support (Approximately 60%)

• Coordinate employee onboarding and offboarding activities, including new hire documentation, personnel file maintenance, and employee records management


• Assist with payroll administration by collecting, reviewing, maintaining, and processing employee payroll-related information in coordination with payroll providers and internal stakeholders


• Administer employee leave programs, including PTO, sick leave, and other leave entitlements, and maintain accurate leave records


• Administer employee benefit programs, including health, dental, vision, life insurance, and other company-sponsored benefit plans


• Coordinate benefit enrollments, qualifying life event changes, employee eligibility tracking, and annual open enrollment activities


• Maintain and update employee information within HRIS, payroll systems, and related databases to ensure data accuracy and compliance


• Support recruiting activities, including job postings, candidate communications, interview scheduling, background screening coordination, and new hire preparation


• Respond to employee inquiries regarding payroll, benefits, leave programs, company policies, and general HR procedures


• Maintain personnel records and HR documentation in compliance with federal, state, and company requirements


• Prepare routine HR reports, employee data summaries, and supporting documentation for management review


• Coordinate employment verification requests and other employee-related administrative documentation


• Serve as a primary point of contact for incoming phone calls and direct inquiries to the appropriate department or team member


• Support HR compliance initiatives and assist with maintaining required employment-related records and documentation

Accounting & Finance Support (Approximately 20%)

• Assist with day-to-day bookkeeping activities, including recording financial transactions and maintaining accurate accounting records


• Process accounts payable transactions, including organizing invoices, verifying supporting documentation, and preparing payment requests


• Enter payment instructions into banking platforms and payment systems in accordance with company procedures and approval requirements


• Maintain vendor records and assist with vendor account administration


• Assist with expense report processing and documentation management


• Organize, maintain, and archive accounting records, financial documents, invoices, receipts, and supporting documentation


• Support month-end and year-end closing activities under the direction of the Finance Manager


• Assist in preparing financial reports, schedules, reconciliations, and supporting documentation as requested by management


• Coordinate with external accountants, payroll providers, financial institutions, and government agencies regarding routine administrative and accounting matters


• Respond to inquiries and requests from banks, vendors, government agencies, including the Internal Revenue Service (IRS), and other external parties as directed


• Maintain confidentiality of financial, payroll, and employee-related information


• Support internal controls and compliance procedures by ensuring proper documentation and record retention practices

Administrative & Office Operations Support (Approximately 20%)

• Coordinate general office operations to ensure an organized, efficient, and professional work environment


• Manage office supplies, equipment, and inventory, including purchasing, receiving, tracking, and replenishment activities


• Maintain records of company assets, office equipment, and other administrative resources


• Assist with asset tracking, inventory control, and documentation related to company-owned property


• Coordinate office maintenance activities and communicate with landlords, service providers, contractors, and vendors regarding routine office and facility matters


• Assist with procurement activities, including obtaining quotations, preparing purchase requests, and coordinating orders with approved vendors


• Receive, distribute, and process incoming and outgoing mail, packages, and deliveries


• Maintain electronic and physical filing systems and ensure proper document retention and organization


• Support document preparation, scanning, copying, filing, and record management activities


• Coordinate meeting arrangements, conference room scheduling, and administrative logistics as needed


• Support company projects and administrative initiatives assigned by management


• Serve as a point of contact for general administrative inquiries and routine vendor communications


• Ensure administrative records and documents are maintained in accordance with company policies and procedures

Qualifications

• Minimum 2 years of experience in human resources, administration, payroll, office operations, or a related field


• Strong organizational, communication, and interpersonal skills


• Ability to handle sensitive and confidential employee and financial information with discretion


• Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and Teams


• Ability to manage multiple priorities and maintain accuracy in a fast-paced environment


• Strong attention to detail and problem-solving skills


• Experience with HRIS, payroll systems, QuickBooks, or similar business systems preferred


• Basic bookkeeping, accounts payable, or accounting support experience preferred


• Experience supporting employee benefits administration, onboarding, payroll, or office operations preferred


• Ability to work independently and collaboratively within a small, growing organization


• Bilingual English and Japanese communication skills


• Experience with ADP Workforce Now or other payroll and HRIS systems preferred