Office Assistant

Company Profile

Sumitomo Corporation of Americas (SCOA) is an integrated global trading company active in a range of commercial ventures. It imports and exports raw materials, and goods and has diversified activities in businesses throughout the Americas. These activities include investments and financing, coordination and operation of urban and industrial infrastructure projects, providing transportation and logistics services, developing natural resources, distribution of steel and other products, and developing and managing real estate.

SCOA is the largest subsidiary of Sumitomo Corporation (SC), one of Japan's major integrated trading and investment business enterprises with operations in a wide array of businesses, organized into eighteen industry focused segments, Tubular Products, Steel, Automotive, Commercial Aviation, Aerospace Defense & Technology, Construction Equipment Solution, Materials, Supplies, and Real Estate, Logistics, Social Infrastructure, Food & Lifestyle, Mineral Resources, Light Metals, Basic Chemicals & Electronics, Life Science, Agri-Business, Energy Innovation Initiative Americas, Power Infrastructure, Energy.

We are seeking a proactive and detail-oriented Office Assistant to support the General Affairs function in our Chicago office. This role plays a critical part in ensuring smooth day-to-day operations, supporting Japanese expatriates, and coordinating office-wide services. As a multi-functional role, it offers broad exposure across office administration, facilities coordination, and cross-department collaboration, making it an essential part of our office’s success.

• Expatriate Support
• Support onboarding and offboarding processes for Japanese expatriates, ensuring a smooth transition into and out of the U.S.
• General Administrative, Facilities & Mailroom Support
• Support daily administrative operations, including document preparation, filing, and general office coordination.
• Coordinate maintenance and management of company vehicles and support general facilities-related needs.
• Manage mailroom operations, including mailbox pickup, distribution, and outgoing shipments (e.g., Fed Ex).
• Office Supply & Inventory Management
• Order and manage inventory for office supplies, coffee, and refreshments to maintain a well-functioning office environment.
• Office Expense Payment
• Handle office-related payments, including submitting payment requests to the Accounting department and settling expenses through the internal system.
• Event Support
• Assist with planning and coordinating company events, including holiday parties, outings, volunteer activities, and company house events.
• IT Coordination
• Serve as a liaison between company’s IT Helpdesk and Chicago office staff, facilitating effective communication and issue resolution.

• Quality
• Creating Innovation
• Technical Expertise
• Productivity
• Planning & Prioritizing
• Problem Solving/Analysis
• Results Focus
• Accountability
• Leadership
• Customer Oriented
• Decision Making/Judgment
• Working with Diverse Populations
• Initiative
• Project Management
• Dependability
• Adaptability/Flexibility
• Integrity/Ethics
• Business Conduct Attitude
• Influencing People
• Managing Stakeholders
• Understanding the Business

• Valid driver’s license.
• Strong organizational, communication, and interpersonal skills.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Fluency in Japanese (spoken and written) and strong understanding of Japanese business culture are preferred.
• Previous administrative or office management experience preferred.

• Associate’s degree required; bachelor’s degree preferred.
• Proficiency in Microsoft Office / Microsoft 365; being IT-savvy or comfortable with technology is highly preferred.

• able to handle office supplies such as a box of copy paper and a case of bottles of water.

Sumitomo Corporation of Americas (SCOA) is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Sumitomo are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate.

Sumitomo will not tolerate discrimination or harassment based on any of these characteristics.