• Houston, Texas
• Machinery
• $28-31/hr
• Part Time Regular Employee
•  9:00 - 17:00
•  New

Job Description

Position
Japanese-English Bilingual Administrative Assistant (Part-time)

Summary
The Administrative Assistant in the Engineering Services Division (ESD) provides comprehensive administrative support to ensure the efficient operation of the division. The role includes coordinating business meetings, managing office supplies, and supporting local and international project members, especially those on long-term business trips and Global Assignment. This position requires strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously in a fast-paced enviornment.

Essential Duties
​​​​​​​•    Coordinate business meetings, manage schedules, and assist with travel arrangements for staff members and visitors.
•    Receive and manage incoming calls, packages, mail and other deliveries.
•    Greeting guests upon arrival and notifying the appropriate party; offering and serving refreshments to staff and visitors
•    Purchase, lease, and manage office supplies, furniture, and equipment.
•    Receive and review bills, determining the appropriate section and project for charges.
•    Coordinate and negotiate with office-related vendors.
•    Create and maintain office documents, spreadsheets, and presentations as instructed, including updating organizational charts.
•    Control both hard copy and electronic documents as instructed; handle mailing, copying, and filing of documents.
•    Maintain IT devices (e.g., cell phones, Wi-Fi, PCs) and manage fixed assets in both office and construction sites
•    Provide active support for construction projects and project members from Japan, including relocation assistance, housing, transportation, IT devices, and company registration procedures.
•    Arrange payments for apartments, allowances, rental cars, and other expenses from the division’s bank account, including maintaining the account and performing monthly closings.
•    Maintain and report on the members’ list as required; provide ongoing support for project members on urgent issues.
•    Track and report cost actuals for the division’s ongoing projects, ensuring accurate and timely financial updates.
•    Prepare invoices for customers, update the status of payments and invoice lists, and support cash applications and accounts receivables as needed.
•    Perform vendor invoice control, including processing in ESM, preparing slips in SAP, scanning documents, handling urgent payments, and maintaining an invoice control sheet. 
•    Facilitate communication with third-party accounting vendors to ensure smooth invoice control and avoid misunderstandings.
•    Handle vendor registration and timesheet-related tasks, including preparation, follow-up, and approval processes.
•    Support month-end closing activities, such as preparing transfer journal entries and assisting with accounting audits.
•    Maintain company and division’s administration and internal procedures according to company policy, including reporting to headquarters (e.g., company logo, donation, membership). 
•    Support internal and IT audits as required.
•    Assist in the preparation and execution of company events.
•    Provide general administrative support for other duties as assigned by the company.

Working Hours, Working style
20hours/week (Frexible hours and days)
Monday through Friday work week, with occasional weekend or late-night work as needed.
※ ​​​​​​​Ideal candidates will be available to start on July 1st.

Woking Location
Houston, TX

Salary/Benefit
$28-31/hr
This is a position that may potentially become full-time in the future, although the specific timeline has not been set.

Benefits are available once the position becomes full-time.
​​​​​​​•    Excellent Benefits (Medical, Dental, Vision & 401K Matching)
•    Company-provided STD and LTD 
•    Parental Leave
•    Company-Provided Life Insurance and AD&D
•    Paid time off: vacation, sick time, personal time and 15 holidays
•    Tuition Reimbursement Program
•    Behavioral health support

Qualifications
​​​​​​​Education:
・An Associate degree is required, though additional years of experience may be considered in its place.
Experience:
 ・You'll need at least 3 years of administrative experience in a similar or related position.
Skills:
・Proficiency in Microsoft Office applications (PowerPoint, Word, Excel, and Outlook).
・Excellent organizational skills, including a strong attention to detail and the ability to manage multiple priorities simultaneously.
・Excellent communication and interpersonal skills.
・A proactive nature.
・Japanese bi-lingual is required.
Working Conditions：
・Travel: Up to 5% travel may be required.
Physical Requirements:
 ・You'll regularly sit for extended periods, and also stand, walk, talk, and/or hear. You should be able to frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

 

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