• Charlotte, North Carolina
• Manufacturing
• 47.8k-52k
• Full Time regular employee
•  8:30am-5:30pm
•  New

Job Description

Position
Administrative and Accounting Assistant (Bilingual)
Summary
This position is responsible for performing a range of accounting and administrative functions and for
offering various bi-lingual support to Management and Japanese visitors.​​​​​​​
Essential Duties
​​​​​​​1) Primary Job Functions
a) Communication and General Administrative Support
Facilitate effective communication with Japanese customers, management, and parent companies by serving as a liaison to ensure clarity and understanding in all interactions. This
includes drafting and translating communications, organizing meetings, and providing support in obtaining necessary internal approvals for projects and initiatives. Additionally,
provide comprehensive administrative support by writing and distributing documents and other correspondence to contractors, vendors, and internally. Manage mail and faxes,
accurately file and maintain documents, and modify data as required. Maintain office supplies and equipment, research and negotiate with vendors for the best prices, and plan
office activities and events.
Offer administrative support to the President, General Manager, and Project Managers as needed, and assist management with other administrative functions as requested. Take
initiative and assist in various surveys and internal audits conducted by parent companies,ensuring timely and accurate responses to audit requirements and survey participation.
Communicate with insurance agents to obtain Certificates of Insurance (COI) for our clients and vendors, and coordinate with the parent company to renew the company's insurance
policies.
b) Provides General Compliance Support
Provide comprehensive support in managing licensing compliance across multiple states by tracking deadlines for annual reports and general contractor licenses. This involves
gathering requisite documentation, liaising with regulatory bodies to ensure all licenses are up-to-date, and maintaining meticulous records to prevent any lapses in compliance.
Additionally, proactively identify and address potential compliance issues to safeguard the company’s operational integrity.
c) Provides General Accounting Support
Facilitate effective communication with administrative staff from other offices to ensure a timely and efficient month-end closing process. Support the preparation of monthly reports
including Amex reporting for all ongoing projects. Additionally, assist management by accurately handling Accounts Payable and Accounts Receivable entries within QuickBooks,
ensuring financial data is maintained and processed correctly.
d) Support HR management and new hires
Support GM of HR in the pre-onboarding and onboarding processes by preparing necessary documentation, IT set up, coordinating new hires to ensure all paperwork is completed
accurately, and facilitating orientation sessions to familiarize them with company policies and culture. This includes liaising with various departments to ensure a smooth transition
for new employees and addressing any queries they may have during their initial phase.
e) Support Management and Japanese Visitors with Various Arrangements.
By providing translation support; by coordinating travel arrangements (hotel, rental car and flight reservations, etc); by researching and negotiating various travel related services (i.e.
corporate rates for hotels, insurance for cars, etc); by arranging for apartments, car leases,etc for longer term visitors; by advising visitors on various local issues and problems; and by
recommending local places to visitors for business and personal needs.
2) Secondary Job Functions
a) Manages Time and Resources:
By using tools provided by the Company (phone, fax email) in order to maximize
productivity and to accomplish tasks on time
b) Keeps Management Informed:
By participating in meetings; and by reporting problems to Management verbally or in writing to avoid confusion and further problems
c) Complies with Federal, State and Local Requirements:
By studying existing and new regulations; by adhering to requirements; and by filing reports as necessary
d) Maintains Professional and Technical Knowledge:
By attaining job-related certification; by keeping up on industry trends; and by applying that knowledge to the job
3) Common Job Functions
a) Contributes to the Team Effort:
By being flexible in work assignments even when crossing core functional lines within the Company; by covering for other staff as needed; and by accomplishing tasks when
requested by Management
b) Acts on Constructive Feedback;
By being open to feedback from peers, Supervisors, and customers; and by using the feedback to improve performance
c) Improves Processes;
By examining departmental work processes, research procedures, administrative procedures, etc; and by recommending changes where appropriate
d) Upholds Word Standards;
By maintaining professional conduct and appearance; by realizing one’s own limitations and seeking assistance when needed; and by using established communication channels
ESSENTIAL JOB REQUIREMENTS
1) Physical Requirements
a) While performing the duties of this job, the staff member is regularly required to sit ad walk and hear; this staff member is occasionally required to stand, walk, use hands to pickup,
handle or feel, and reach with hands and arms
b) This staff member must occasionally lift and/or move up to 10 pounds
c) This position requires vision abilities such as close vision and the ability to adjust focus
2) Work Environment
a) The noise level in the work environment is usually moderate (i.e. working in a business office with computers printers, and telephones)
b) The staff member may be required to travel for business and work beyond normal business
hours when necessary​​​​​​​
Working Hours, Working style
​​​​​​​8:30am-5:30pm
Woking Location
​​​​​​​Charlotte, NC
Salary/Benefit
​​​​​​​47.8k- ​​​​​​​52k
Holidays
​​​​​​​Sat,Sun,Holidays
Qualifications
​​​​​​​1) Language Skill (English and Japanese)
a) Ability to read, analyze, and interpret general business documents, forms and instructions
b) Ability to write reports, business correspondence, and procedural manuals.
c) Ability to effectively respond to questions from Management, Staff, clients and the general
public
d) Ability to communicate verbally and in writing to individuals and groups.
e) Ability to effectively deliver presentations to Managers, Staff, clients and the general public
2) Mathematical Skills
a) Ability to calculate figures and amounts such as discounts, interest, commissions,
proportions, percentages, area circumference, and volume
b) Ability to apply concepts of basic math, algebra and geometry to draw and interpret bar graphs
3) Reasoning Skills
a) Ability to apply knowledge and sense of understanding to carry out detailed written or oral instructions
b) Ability to deal with problems involving several concrete variables in situations where only limited standardization exists
c) Ability to analyze and use various documents (Contract, purchase orders, etc)
4) Computer Skills
Ability to use a computer and such applications as Microsoft Windows, Word, Excel, Outlook and PowerPoint and be able to design custom reports as necessary.
5) Other Skills
must be tactful, mature, flexible, and able to successfully respond to multiple work pressures by prioritizing workload.
 EDUCATION
1) Associate degree or equivalent and/or two to four years related experience or equivalent combination and experience.

 

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