• South Chandler, Arizona
• Machinery
• $55-65K
• Full Time regular employee
•  M-F 9:00-17:00

Job Description

【Position】
Office Administrator ( Exempt )

【Summary】
This position is responsible for coordinating and managing a variety of office administration functions including HR support, day-to-day office management and reception, shipping/receiving, purchasing, and sales and service support for various locations of the company.

【Essential Duties】
Office Administration
• Provide general office support including mail distribution, answering telephones, filing, catering, ordering supplies, etc.
• Take minutes for meetings and hearings.
• Ensure operations of office equipment by completing maintenance and calling of repairs
• Organize and compile company records and documentation
• Schedule meetings, organize calendars, and record meeting minutes
• Prepare well packed shipments and maintain all shipping materials, such as boxes, cushions, bubble wrap, shipping
tape, etc. Receive and distribute packages accordingly.
• Support travel arrangements (domestics and international) including hotel, flights, rental car, etc.
• Studies and implements management policies and procedures in order to improve the effectiveness and efficiency of
workflow and reporting procedures.
• Manages and renews contracts with corporate service agencies, such as insurances, benefits, vehicles, office leases,
etc.
• Prepares and files statements and reports for government and insurance agencies as required.
• Identifies administrative needs and develops appropriate solutions or recommendations.
• Coordinates activities of various departments or employees within the Company.
• Interprets and applies laws, rules, and regulations applicable to the organization.
• Handles employees’ inquiries and refers matters to the appropriate party and follow up as necessary
• Answer general inquiries from customers, vendors, or other colleagues
• Handle sensitive information in a confidential manner
• Assist Field Service Engineers for scheduling meetings and reporting.
• Perform other related duties and responsibilities, as assigned

Inventory, Parts and Asset Management
• Searches and maintains inventory records to determine if parts and/or products on hand is in sufficient quantity.
• Assures that the ordered parts and/or products are delivered on schedule, at the negotiated price, and meets the
quality standards of the company.
• Coordinates appropriate methods needed to distribute parts and/or products in a cost-effective manner to and
from the supplier.
• Adapt and use internal and customer portal sites for purchase orders and reporting.
• Prepares requisitions, purchase orders and other forms as directed.
• Communicates with the accounting team to assure the timely processing of inventory payables and other
inventory accounting related matters.
• Interfaces with the sales and service team to coordinate purchasing management
• Interfaces with the sales and service team to coordinate proper inventory management.
• Confirms items, prices and freight costs of purchasing shipments to verify information against bills of lading,
invoices, orders, or other records; forwards invoices to the accounting department.
• Communicates in a professional manner with supplier(s) (i.e. MRF in providing RFQ, negotiating pricing, delivery
schedule) and headquarters in Japan (i.e. in providing delivery schedule to Japan).
• Organize information in a variety of formats (Excel charts, diagrams, email, etc.) in a timely manner
• Creates and arranges periodical (i.e. annual) cost reduction negotiation with suppliers
• Coordinate and keep records for registering and disposing assets, inventory, parts.
• Assists and performs other projects as assigned by management.

Export/Import and Shipping/Receiving
• Coordinate with the logistic teams, below tasks will be performed
• Collect import, export, shipping documentation, review, and processing.
• With knowledge of export and import regulations, prepare shipping document. (Export, Import and domestic
shipment)
• Daily tracking & follow up on all shipments. Arrange shipment on forwarding specified destinations.
• Awareness of import & export regulations of documentation, packaging, and labeling requirements for each
country, and prepare such.
• Involve with the physical shipment handling. Able to handle 100+ lbs shipment with use of hand tools, such as
dolly.
• Create shipment. Able to pack product with secure cushions. Maintain all shipping materials, such as boxes,
cushions, and shipping tapes, etc.
• Investigate and resolve troubled shipment. Keep management, Sales, and HQ informed of any issues or
problems.
• Communicate with custom brokers on documentation. If necessary, research and prepare document.
• Communicate with the freight forwarders in managing shipment schedules.
• Answer general inquiries from customers, vendors, or other colleagues and assist their shipment.
• Hazardous Goods knowledge preferred.
• Update HQ in Japan regarding shipment status.

Human Resources Assistance
• Support recruiting activities such as organize interviews, and preparation of onboarding.
• Advises management in appropriate resolution of employee relations issues.
• Handles employees’ inquiries in regards to the Company’s policies, procedures; investigates employee
complaints.
• Assists and execute human resources policies and procedures.
• Support various matters for HQ employees
• Identifies legal requirement and government reporting regulations and ensures policies, procedures, and
reporting are in compliance.

Other & Miscellaneous
• Seeks constant improvement, more efficient and less expensive ways and means in work processes.
• Performs other duties and projects as assigned by Company management.
• Maintains high ethical standards in the workplace.
• Reports all irregular issues and problems to management for solution.
• Maintains good communication with supervisors, other staff members, customers and others.
• Complies with all company policies and procedures.
• Responsible for maintaining a clean and safe working area

• May occasionally need to travel locally by car for business purposes. No overnight business travel is required.
• The employee must occasionally lift and/or move up to 15 pounds.
• Employee must be able to handle 100+ lbs. shipment with use of hand tools, such as dolly.

【Working Hours, Working style】
5 days / week required in office
(Monday - Friday, 9 AM - 5 PM, additional hours as needed)

【Working Location】
South Chandler, AZ

【Salary, Benefit】
$55K-65K ( eligible for additional payment for additional hours worked )

Medical, Dental, Vision ( 100% of monthly premiums for Employee,spouse/partner, and dependent children fully paid
for by the Company )
Life Insurance, 401K, Paid Vacation, Paid Sick/Family Leave, Sabbatical, Commuting Allowance(from home to office), Mindfulness/Self-Inmrovement, Amazon&Internet Reimbursement

【Minimal Required Essential Job Skills】
Software includes the use of Windows operating system & MS Office.
Accuracy, Attention to Detail, Basic Math Skills, Communications (Oral & Written), Dependability/Reliability,
Initiative/Follow Through, Listening & Understanding, Diplomacy, Confidentiality, Multitasking, Office Management,
Planning & Organizing, Supervisory, Team Worker.

【Qualifications】
 • Bachelor’s degree (B.A.) from a four-year college or university or equivalent combination of education and
experience.
• Between one or two years of previous work experience in a similar position.

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