About the role
Job Details * Job Title: Japanese Bilingual Business Operations * Client: Japanese IT company * Working Location: New York, NY * Salary (DOE): $55,000–$70,000 * Language: English / Japanese
What will you do * Prepare accurate quotations and cost summary sheets by coordinating with engineers, sales representatives, carriers, suppliers, subcontractors, and other parties involved in sales orders. * Draft and prepare Master Service Agreements (MSAs), distribute agreements to customers and relevant parties, and maintain organized records in the company’s internal filing system. * Review order documentation, including order sheets and cost sheets received from sales representatives, to ensure all required information and supporting documents are complete. * Place orders for required items and confirm delivery dates. Prepare invoice data once services have started or deliveries have been completed. * Enter sales orders into internal systems, including the Account Database and Customer Database, and maintain accurate and up-to-date records. * Prepare purchase request forms based on approved cost summary sheets and manage orders to ensure on-time delivery. * Coordinate product shipments and delivery to customer sites. * Place purchase orders for licenses, software solutions, products, services, and subcontracted work. * Communicate with carriers, equipment vendors, and data center providers to obtain necessary quotations, coordinate order placement, and ensure timely completion. * Monitor and track order status and progress by communicating with sales representatives, engineers, suppliers, and other stakeholders. * Provide regular updates regarding ongoing orders and service activation to customers, vendors, engineers, sales teams, and other internal staff. * Enter sales order and invoice information into internal systems and modify invoice forms when required. * Prepare monthly sales reports based on customer invoices and maintain accurate sales records. * Manage incoming and outgoing mail, packages, and deliveries. * Request, process, and issue Certificates of Insurance (COIs) for incoming and outgoing requirements. * Coordinate product fulfillment, process product returns, and review vendor invoices related to product purchases. * Enter and update asset information in asset management systems, including FAS and HRTM, and maintain accurate asset records. * Provide backup support for team members and take on additional responsibilities as needed during staff absences.
Required Qualifications & Skills * Intermediate to advanced proficiency in Microsoft Excel, including spreadsheets, formulas, and accurate data handling. * Strong mathematical skills with a high level of attention to detail. * Professional customer service skills. * Strong verbal and written communication skills in both English and Japanese. * Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines. * Ability to work effectively in a collaborative, team-oriented environment.
Preferred Qualifications * Previous experience in office administration, order coordination, purchasing coordination, data entry, or a related administrative position is preferred.