Senior Expatriate Coordinator

Sojitz Corporation of America; New York (NY); On-site; USD 70,000 - 110,000; Full time

Job summary

The Sojitz Corporation of America is seeking an expatriate program administrator to manage end-to-end assignment processes, onboarding, payroll, and visa tracking. You will coordinate with Finance, HR and other departments to ensure a smooth expatriate experience.

The role requires coordinating tax returns with external consultants, maintaining records, and supporting HR operations. In-person office work is a regular component, with opportunities to lead process improvements within HR operations.

Qualifications

• Minimum three years’ experience preferable.
• Fluency in Japanese: speak/read/write.
• Proficient in SAP, Concur, Microsoft Office.
• Knowledge of general accounting/bookkeeping principles.
• Ability to recognize and adjust routine accounting entry errors.
• Demonstrate a cooperative attitude, strong verbal and communications skills with clients and coworkers.
• Ability to demonstrate flexibility and work as a member of a team.
• Must possess basic analytical skills, meet deadlines and maintain confidential information.
• Organizational and time management skills required.

Responsibilities

• Coordinate end-to-end expatriate program including onboarding and visa tracking.
• Administer expatriate payroll and SAP entries.
• Coordinate expatriate tax return procedures with external consultants.
• Provide HR operations support to HR & General Affairs department.
• Maintain program records and reporting for HR operations.
• Serve as primary contact for expatriate employees and liaise with HQ HR.

Skills

Japanese fluency

Verbal and written communication

Organizational skills

Time management

Teamwork / cooperative attitude

Tools

SAP

Concur

Microsoft Office

Job description

This position is responsible for: (i) coordinating and administering the end-to-end expatriate employee program, including pre-arrival planning, onboarding, HR administration, employee system setup, and immigration and visa tracking; (ii) administering expatriate payroll; and (iii) coordinating expatriate tax return procedures, and (iv) providing administrative and operational support to the Human Resources & General Affairs Department, including preparing internal reports.

This role serves as the primary point of contact for expatriate employees and collaborates closely with Finance, Accounting, ISD, Headquarters, and other departments to provide ongoing support throughout the expatriate assignment lifecycle and ensure a seamless employee experience.

This individual is also tasked with special projects as needed related to process improvements in the HR operations.

ESSENTIAL FUNCTIONS:

• In-person work at the assigned office location is a regular component of this role’s responsibilities.
• Expatriate Program Administration Coordinating pre-arrival activities, including onboarding communications and required documentation.
• Scheduling onboarding meetings and coordinating with internal departments to ensure employee readiness.
• Updates data base for arrival and departure, by collecting data from HR RS and HQ HR.
• Employee support letters as appropriate for different visa types
• Onboard employee and family to support RS and family a smooth transition
• Offboard employee and family when returning to Japan or transferring to different city.

Expatriate Payroll Administration

• Communicate with RS for necessary information for Seisan, and Payroll.
• Prepare payroll sheet for review
• Prepare and complete Japan allowance sheet and input into SAP.
• Share necessary information to KPMG for payroll gross up calculation
• Calculate accrual bonus and input into SAP.
• Distribute Pay statement to the RS in subsidiary companies.
• Communicates HR RS, SCA benefits team, HQ HR, and benefits broker if there are issues or questions about seisan procedure and contents.
• Processes program-related expenses, payment requests, and reimbursements in accordance with company policies.
• Coordinates expatriate tax return procedures with external tax consultants, Headquarters HR, and expatriate employees.
• Maintains tax administration records, including tax return status, required documentation, and historical tax filing information.
• Coordinates the annual expatriate tax return seminar in partnership with internal stakeholders and external tax consultants.
• Serves as the primary contact for expatriate tax-related inquiries by coordinating with tax consultants and Headquarters HR.
• Coordinates the completion and filing of expatriate tax returns, including communication with expatriate employees and authorized representatives (POA signers), and distributes tax settlement results as prepared by the tax consultant.
• Processes tax return results in SAP and coordinates related payments, reimbursements, or check requests, as applicable.

Employee Support & HR Administration

• Manages the day-to-day administrative operations of the expatriate program to ensure compliance with company policies and program requirements.
• Serves as the primary point of contact for expatriate employees by responding to inquiries and coordinating with Headquarters, internal departments, and external partners to resolve issues and provide ongoing support.
• Coordinates administrative processes related to expatriate assignments, including home leave, special leave, and other program requirements.
• Maintains program records, tracking reports, and other documentation to support HR operations and expatriate administration.
• Assists with departmental administrative activities and special projects to support Human Resources & General Affairs operations.
• Performs other related duties as assigned.

SECONDARY FUNCTIONS

• Support and learn about formatting of VISA application related to RS.
• Interact with staff at all levels by maintaining a professional attitude and take a proactive approach to the various job responsibilities.
• Contribute to team efforts by accomplishing related results, as needed.

SCOPE OF POSITION:

There are about 100 expats in the Americas region, of these there are about 50 expatriates in SCA US and branches. This position is responsible for the operation of the expatriate program for those 150 expatriates including payroll and all transfer process.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• Minimum three years’ experience preferable.
• Fluency in Japanese: speak/read/write.
• Proficient in SAP, Concur, Microsoft Office (e.g., Microsoft Word, Microsoft Excel, and Microsoft PowerPoint).
• Knowledge of general accounting/bookkeeping principles.
• Ability to recognize and adjust routine accounting entry errors.
• Demonstrate a cooperative attitude, strong verbal and communications skills with clients and coworkers.
• Ability to demonstrate flexibility and work as a member of a team.
• Must possess basic analytical skills, meet deadlines and maintain confidential information.
• Organizational and time management skills required.