Back Office Manager

Back Office Manager

The Back Office Manager will support the setup and ongoing operations of the U.S. company, handling accounting coordination, administration, human resources, payroll coordination, facilities, and regulatory‑compliance support. The role focuses on keeping internal operations efficient, compliant, and well organized while supporting the application and maintenance of required drug‑wholesale licenses.

• Support external compliance and legal consultants with the application and renewal of U.S. drug‑wholesale licenses and related registrations.
• Track project timelines, documentation requirements, corrections, and re‑submissions to avoid delays or compliance gaps.
• Maintain a simple tracking system (e.g., checklist or spreadsheet) for license and regulatory tasks and deadlines.
• Act as the main internal contact between the company, compliance partners, regulators, and service providers.

• Help identify and evaluate move‑in‑ready office + warehouse space suitable for basic sample‑shipment quality checking and office operations.
• Support vendor selection and evaluation for occupancy‑related services (movers, cleaners, maintenance, signage, basic installation) by comparing cost, reliability, and quality.
• Coordinate lease conditions, move‑in logistics, and minor setup work (e.g., internal signage, inspection tables, basic storage layout).

• Collect and organize transaction records, invoices, bank statements, and other financial documents and provide them to the external bookkeeping firm on a regular schedule.
• Coordinate with the bookkeeping firm to ensure timely and accurate financial statements, management reports, and supporting schedules are received and properly filed.
• Compile and submit necessary information to support statutory financial reports, tax filings, and regulatory documentation prepared by external accounting providers.
• Coordinate with the external payroll service provider to ensure payroll instructions (hours, salaries, changes, deductions, benefits) are communicated accurately and that payroll is processed and paid on time.

• Assist with recruitment activities, including job postings, candidate screening, interview scheduling, and onboarding logistics.
• Maintain employee records and support basic employee‑relations and training‑coordination tasks.
• Ensure HR documentation and practices follow core U.S. employment laws and company standards.

• Manage day‑to‑day office administration, facilities maintenance, and general support services.
• Coordinate vendor communication, contract follow‑up, performance tracking, and issue resolution.

• Provide clear, regular updates to the General Manager on project progress, risks, and timeline changes.
• Work independently and proactively, taking ownership of assigned tasks and anticipating next steps.

• Detail‑oriented, organized, and comfortable managing multiple tasks, deadlines, and documentation in a regulated‑related environment.
• Strong sense of responsibility and accountability, with a habit of completing work on time and following through on commitments.
• High focus on timelines and dependencies, especially when coordinating with external partners, regulators, and the accounting firm.
• Advanced Japanese language proficiency in both spoken and written communication (for example, equivalent to JLPT N1) to effectively coordinate with Japanese‑speaking management, partners, and counterparts.
• Good written and verbal communication skills, with the ability to summarize progress, issues, and action items clearly for management and partners.
• Independent worker who can operate with minimal supervision, self‑prioritize, and propose practical improvements and backup ideas.
• Flexible and resilient, comfortable handling periods of very high activity as well as quieter periods, while remaining professional, reliable, and productive across changing workload levels.
• Comfortable working in a Japanese‑headquartered, cross‑cultural environment and collaborating with both U.S. and Japan‑based stakeholders.
• Prior experience working in a Japanese company or regularly dealing with Japanese corporate counterparts is a strong plus.

09:00-17:00

Parsippany, New Jersey

80-85K ＋ Bonus

Sat Sun National Holidays

• Bilingual ( English ＆ Japansese )
• Corporate Back office Experience