Office Administrator

Summary

We are seeking a highly organized, bilingual (Japanese-English) Office Administrator who will play a key role in supporting accounting functions, operations, and general office administration. This position handles confidential and time-sensitive information and is expected to work collaboratively across teams while managing a variety of administrative and communication tasks.The ideal candidate is someone who thrives in a small team environment, values collaboration, and is flexible and resourcefulespecially as we are still in the process of establishing our benefits program and employee handbook. We welcome applicants who are comfortable working in a dynamic setting and contributing to a growing organization.

Key Responsibilities
Accounting Support

• Assist with data entry and the preparation and organization of financial records including invoices, receipts, and bank statements.
• Enter monthly data into management formats and check for variances against the budget.
• Process transactions for accounts payable and receivable using online banking platforms.
• Prepare consolidated financial statement packages for the company and related project LLCs for reporting to the Japan HQ.
• Assist in reviewing financial statements (Balance Sheet, P&L, Cash Flow) and facilitating smooth communication with the Japan HQ.

Operations Support

• Maintain project reports, including budget tracking sheets, property occupancy data, turnover records, and contracted rent details.
• Support the evaluation of leasing effectiveness for each project.
• Assist in preparing presentation materials for new and existing projects and partners.

Office Administration

• Perform general office duties such as answering calls, managing mail, filing, and data entry.
• Maintain accurate records in both physical and digital formats.
• Ensure compliance with company procedures, policies, and deadlines.
• Prepare and process monthly expense reimbursements.
• Manage and organize office supplies and equipment.
• Coordinate meeting schedules, appointments, and business travel arrangements (airfare, hotel, restaurant bookings).
• Provide basic IT support and escalate issues to vendors when needed.
• Assist in drafting, proofreading, and formatting business correspondence, reports, and project summaries.
• Communicate professionally and openly with internal teams, clients, and vendors.
• Perform other tasks as assigned by Management and Japan HQ.

Qualifications

• Bachelors degree in Accounting, Business Administration, or a related field, or equivalent experience.
• 2+ years of experience in accounting or administrative roles preferred.
• Strong attention to detail and accuracy in handling sensitive information.
• Proven ability to collaborate with cross-functional and international teams.
• Excellent organizational and multitasking skills.
• Able to work independently and as part of a team.
• Strong verbal and written communication skills.
• Fluency in both Japanese and English is required.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) is essential.

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