Administrative Coordinator
3 weeks ago
Job Summary:
QUICK USA, Inc. is seeking an Administrative Coordinator to support the day-to-day operations of the company. This role involves managing schedules, maintaining records, and providing logistical support to ensure smooth and effective business operations.
Key Responsibilities:
- Administrative Support:
- Manage and maintain management's schedules, including arranging meetings, appointments, and travel itineraries.
- Prepare and edit correspondence, reports, presentations, and other documents.
- Handle incoming and outgoing communications, including emails, phone calls, and mail.
- Organize and maintain physical and electronic files and records.
- Ship Operation Schedule Management
- Data entry
- Office Management:
- Ensure the smooth operation of office equipment and order supplies as needed.
- Coordinate office activities and operations to secure efficiency and compliance with company policies.
- Assist in the preparation of regularly scheduled reports.
- Support budgeting and bookkeeping procedures.
- Communication and Coordination:
- Act as the point of contact between the company, clients, and external partners.
- Coordinate and communicate with various departments within the company to ensure aligned operations.
- Schedule and organize meetings, conferences, and company events.
- Logistical Support:
- Support the technical team with the preparation of shipping documentation, including bills of lading, customs paperwork, and other related documents.
- Coordinate with port authorities, agents, and suppliers as needed.
Qualifications:
- High school diploma or equivalent; associate's or bachelor's degree in business administration or a related field preferred.
- Experience as an administrative assistant, office assistant, or relevant role.
- Familiarity with office management procedures and basic accounting principles.
- Proficiency in MS Office (MS Excel, MS Word, and MS Outlook in particular).
- Excellent written and verbal communication skills.
- Strong organizational and time-management skills.
- Attention to detail and problem-solving skills.
- Bilingual proficiency in Japanese or Spanish is a big plus.
Working Hours & Conditions:
- Monday to Friday, 9am-5pm, with one hour lunch time.
- Standard office hours (no overtime).
- Hybrid work (three days a week onsite) may be considered after the completion of the probationary period, contingent upon performance.
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