Office Coordinator/Executive Assistant

4 weeks ago

Union City, United States Actus Consulting Group Full time
Job DescriptionJob Description

The Office Coordinator/Executive Assistant is responsible to ensure that office operations run safely, smoothly, and effectively. This position is responsible for the overall maintenance and upkeep of the Company’s office supplies, working with vendors, scheduling maintenance and repairs, and looking out for the health and safety of the employees. Other duties include making sure that the upkeep is on schedule, helping to plan the budget, working to manage the inside areas of the facility, and assigning tasks to the proper vendors for maintaining equipment.

The Office Coordinator/Executive Assistant must exhibit a high level of attention to detail, initiative, a strong work ethic, the ability to multi-task and a superior ability to communicate effectively, both, verbally and in writing. This position also provides administrative support to the President and COO, including, but not limited to, coordinating the President’s calendar, organizing appointments, making travel arrangements, drafting emails and preparing business presentations.

ESSENTIAL JOB FUNCTIONS:

Facility Management
Handles maintenance of office facilities and equipment.
Acts as the main point of contact for property-owner and multiple vendors to ensure smooth operation of the office and the property including but not limited to alarm, janitorial, sanitation and plumbing vendors.
Recommends maintenance, mechanical, electrical, and facility design modifications.
Communicates applicable workplace safety precautions to employees.
Receives and coordinates maintenance repair calls: scheduling, follow-up, quote preparation, problem resolution, and post-service activities.

Property Safety and Emergency Preparedness
Serves as an integral member of the company’s Safety and Emergency Preparedness committee, tests building security systems and prepares for emergency situations by facilitating action plans for fire evacuations and disaster response

Office Equipment and Supplies
Responsible for the acquisition of all supplies necessary to maintain the property and office, and is responsible for ensuring that such supplies are available for the use of employees in the course of normal business operations. Office supplies include, but are not limited to general desk supplies, business cards, paper, ink, toner, break room and kitchen supplies, cleaning supplies, etc.
Responsible for obsolete/broken equipment, and damaged or un-used furniture.
Maintains inventory of all supplies and equipment ensures that such supplies and equipment are properly stored and organized. This includes tracking, supply and equipment usage, researching supply options, managing the supply budget, negotiating costs, managing contracts, and making purchases as needed.
Conducts regular inspections of specific needs of the space, such as new furniture, office renovations and office supplies, and will plan out necessary changes that need to be done by requesting approval from President, placing orders, receiving supplies and distributing them to the relevant parties.

Executive Assistant
Coordinates and keeps track of President’s calendar and prioritizes appointments
Makes travel arrangements for President, and prepares expenses reports and submits to accounting department for processing
Prepares quarterly business presentations for President in PowerPoint in English and Japanese
Prepares and edits emails, memos and other documents for the President
Files and organizes confidential documents and materials
Conducts researches and collects and analyzes data upon President’s request
Attends meetings with, or in place of President and takes meeting notes and minutes
Performs E/J and J/E translations as requested by President
Provides support other executives and managers at the request of President
Performs other duties as requested by President

General Affairs
·Performs general office duties including greeting visitors, purchasing and/or ordering foods for office guests, company parties, and events, etc.

KNOWLEDGE, SKILLS AND ABILITIES:
Bachelor’s (or Associate) degree or an equivalent combination of education and experience
Japanese/English bilingual capability verbally and in writing (Native level Japanese is highly preferred)
Strong communication and interpersonal skills
Ability to work proactively, with minimum instructions by the supervisor
Detail-oriented and organized
Experience in Microsoft Words, Excel, PowerPoint and Outlook

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