Accounting & Administrative Assistant

Summary

Summary
The primary responsibilities of this role include providing accounting and administrative support to ensure the efficient operation of the office, as well as handling with confidential and time sensitive material. This role supports management and staff by performing a variety of tasks related to organization and communication. The essential responsibilities of the position are listed below in the following key areas:

• Assist in the data entry, preparation, and maintenance of financial records, including invoices, receipts, and bank statements
• Enter information into the monthly management format and verify variances against the budget
• Process transactions for accounts payable and receivable transactions using online banking systems
• Prepare consolidated financial statement packages for the Company and each investment projects to be reported to the Japan HQ
• Support the review of financial statements (B/S, P/L, Cash Flow) and facilitate effective communication with the Japan HQ

• Manage and maintain essential reports for each project, encompassing the budget management spreadsheet, property occupancy data, turnover records, as well as contracted rental rates
• Support in evaluation of the effectiveness of leasing activities for each project
• Provide assistance in sales activities for new and existing projects and partners, including the development of presentation materials

• Perform general office duties, such as answer and direct phone calls, filing, data entry, and managing mail distribution to the appropriate personnel
• Maintain accurate and up-to-date records in both paper and digital formats
• Ensure adherence to company policies, procedures, and deadlines
• Handle the preparation and processing of expense reimbursement on a monthly basis
• Manage and organize office supplies and equipment
• Plan and coordinate meetings, appointments, and business travel arrangements, such as ticketing, booking hotels and restaurants
• Provide initial support for IT-related issues, resolving them or escalating problems to the appropriate department or the vendor as needed
• Assist in drafting and proofreading business correspondence, reports, and project summaries for new and ongoing projects and partners
• Maintain transparent and open communication with internal teams, clients, and vendors
• Perform other duties or tasks assigned by the Management and Japan HQ as required