Project Coordinator

QUICK USA; New York (NY); On-site; USD 56,000 - 76,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance (80%

OMNY card for NYC transit

Job summary

QUICK USA in New York, NY seeks a Project Coordinator to oversee end-to-end event production, including budgeting, fundraising, logistics and media management. The role requires bilingual English/Japanese, a bachelor's degree, and strong MS Office and administrative skills with 3+ years of relevant experience.

Enjoy a full-time, on-site opportunity with competitive benefits and NYC transit support. The candidate will coordinate talent, manage vendor contracts, track expenses, and produce

Qualifications

• Bachelor's degree required.
• 3+ years of relevant admin/coordinating experience preferred.
• Proficiency in MS Office and strong written/spoken English/Japanese.
• Interest in Japanese culture and arts is a plus.

Responsibilities

• Plan, coordinate, execute and review event production activities including budgeting and logistics.
• Develop timelines and ensure milestones are met successfully.
• Manage fundraising processes to meet budget objectives.
• Coordinate communications with talent, agents and visa arrangements.
• Monitor and update event websites, newsletters and social media.
• Prepare meeting materials, minutes and follow-up actions for NPO governance.
• Provide day-to-day administrative support and handle inquiries.
• Translate documents or interpret meetings between English and Japanese.

Skills

Bilingual English/Japanese

MS Office proficiency

Administrative skills

Organizational skills

Education

Bachelor's degree

Tools

MS Office Suite

Word

Excel

PowerPoint

Job description

[ Position ]

Project Coordinator

[ Summary ]

The role oversees end-to-end event production, including budgeting, fundraising, logistics, NPO operations, talent/visa coordination, and media management. Candidates must be bilingual in English and Japanese, hold a Bachelor’s degree, have proficiency in MS Office, and possess strong administrative and organizational skills (3+ years of relevant experience preferred).

[ Essential Duties ]

• Plan, coordinate, execute, and review all aspects of assigned event production activities, including but not limited to budgeting, public relations and marketing, logistics, event staffing, venue coordination, and program implementation
• Develop, monitor, and revise project timelines and ensure milestones and objectives are achieved in a timely manner
• Design, implement, monitor, and revise effective budget models for projects and forecast future budget needs
• Manage and execute all aspects of project associated fundraising processes to meet budget objectives
• Manage and monitor event expenses, create expense reports and process invoices
• Coordinate administrative operations pertaining to NPO activities including but not limited to setting up Board of Directors meetings, preparing meeting materials, taking minutes, and coordinating follow-up actions
• Coordinate the participation of invited talent, artists, performers, and guests, including but not limited to communication with the agents and/or managers, assisting with visa arrangements, and attending rehearsals and performances as necessary
• Monitor, maintain, and create content for event website(s), e-newsletter(s), social media accounts, etc.
• Conduct market research, gather information, negotiate and execute contracts with suppliers
• Proactively and independently devise ideas, initiatives, and procedures to improve provided services and event quality
• Proactively and effectively handle issues and troubleshoot any on-site problems on event day
• Conduct pre-event and post-event evaluations and report on outcomes
• Provide responsive day-to-day operational and administrative support, including handling time-sensitive research requests, answering phones, monitoring and responding emails, managing office supplies, receiving couriers and messengers, and coordinating meetings internal and external meetings.
• Translate documents or interpret meetings between English and Japanese
• Coordinate the purchases and shipments of corporate gifts
• Provide administrative support for human resources-related matters
• Perform other duties as assigned

[ Working Hours / Working style ]

Monday to Friday, 10:00am to 6:00pm

[ Working Location ]

New York, NY

[ Salary / Benefit ]

Salary: $66,300 Annual / Exempt

Benefit:

• Medical, Dental, Vision Insurance: Company pays 80%
• OMNY card provided for NYC public transportation

[ Holidays ]

Saturday and Sunday

[ Qualifications ]

• Bachelor's degree
• 3 years of relevant work experience in an administration or coordinating position is preferred
• Proficiency in Office applications (Word, Excel, PowerPoint)
• Excellent numeracy skills with an attention to detail
• Ability to thrive in a demanding environment with multitasking competencies
• Bilingual with excellent writing, speaking and presenting skills in both Japanese and English
• Interest in Japanese culture and arts and/or theatrical shows is a plus
• Website/Editing and design skill is a plus

[ Others ]

Employment Type: Full-time, Direct hire