Administrative Coordinator, Global Mobility & Treasury

Administrative Coordinator

The Administrative Coordinator provides essential administrative, clerical, and logistical support across two business functions:
Global Mobility and Treasury. Operating under the direct guidance of the Global Mobility Manager, this role executes routine, template-driven tasks throughout the expatriate lifecycle (including document collection, tracking, and vendor scheduling). Treasury-related work assignments and execution oversight are provided by the Treasurer.

JOB DUTIES AND RESPONSIBILITIES:

• Global Mobility Coordination & Administration (Primary Function - ~60%)
• Expatriate Lifecycle Support:
  Assist with the logistics of onboarding, relocation, assignment adjustments, and repatriation for incoming and outgoing expatriate employees.
• Immigration & Records Tracking:
  Collect, file, and organize sensitive immigration paperwork (e.g., visas, passport copies, government notices); update and monitor critical expiration deadlines using internal tracking sheets and tools.
• Data Entry & Basic Reporting:
  Maintain accurate physical and digital employee profiles; compile basic data reports and lists under the direction of the Global Mobility Manager.
• Vendor Liaison Support:
  Assist with scheduling appointments and forwarding required documentation to third-party relocation and shipping vendors; track delivery of key services (e.g., temporary housing, household goods).
• Employee Communications:
  Send pre-approved template notifications, timelines, and transactional reminders to foreign nationals regarding required documentation.
• Administrative Support for Treasury (Secondary Function - ~30%)
• Calendar & Meeting Coordination:
  Schedule meetings and manage the Treasurer's professional calendar, coordinating internal requests and timing with external banking representatives.
• Logistics & Reception:
  Coordinate meeting rooms, submit visitor registration requests, and greet visiting representatives from external financial institutions.
• Expense & Invoice Processing:
  Assist with routing incoming department invoices for approval, archiving receipts, and entering basic expense logs.
• Discretion:
  Maintain strict confidentiality regarding sensitive financial data, corporate records, and internal banking communications.
• General Office & Unit Support (Tertiary Function ~10%)
• Mail & Logistics:
  Receive, sort, and distribute mail and physical packages for the Global Mobility and Treasury departments.
• Supply Ordering:
  Monitor office supply inventory for the immediate team and place orders as needed.
• Ad-Hoc Tasks:
  Provide flexible administrative support on minor projects as assigned by the Global Mobility Manager or Corporate Treasurer.

JOB QUALIFICATION REQUIREMENTS/

COMPETENCIES:

• Education:
  
  High school diploma or equivalent required;
  Associate's or Bachelor's degree in Business Administration, International Relations, or a related field preferred.
• Experience:
  
  1–3 years of corporate administrative assistant, executive coordination, or foundational HR/Immigration support experience.
• Language
  
  Skills:
  
  Full professional fluency in English is required. Conversational to professional proficiency in Japanese (reading, writing, speaking) is highly desirable due to frequent interaction with Japanese expatriates and corporate documentation.
• Software Proficiency:
  Proficient with Microsoft Office Suite (advanced Outlook, structured Excel data tracking, Word) and Google Workspace. Prior experience navigating workflow databases is a plus.
• Core Competencies:
• Attention to Detail:
  Highly methodical when processing legal, personal identity, and sensitive corporate financial documentation.
• Confidentiality:
  Proven experience handling Data Privacy regulations (PII) and maintaining executive-level discretion.
• Communication:
  Highly…