Bilingual Japanese Facilities Administrator Job New York New York USA,Administrative/Clerical

Location: New York

Established international firm is seeking a Facilities Administrator with Japanese language skills who is responsible for providing comprehensive administrative and operational support to the Administration and Facilities Management team.

Duties and Responsibilities

Administrative Management

Invoice Processing:
Handle the processing, verification, and submission of invoices related to facilities services and vendor payments.

Contract Management:
Maintain and manage a repository of all facilities-related contracts and service agreements.

Certificate of Insurance (COI) Management:
Track, manage, and ensure compliance of vendor COI.

Asset Management:
Maintain accurate records for facility assets and inventory.

Vendor Management:
Serve as a point of contact for external vendors, including scheduling, service coordination, and assisting with performance monitoring.

Head Office Liaison:
Coordinate with Head Office for facilities related tasks.

Facility Operations Support

Emergency Response:
Must be on call 24 hours a day for facility emergencies including system irregularities (shared with Facilities Manager and Assistant Facilities manager).

Fire Evacuation Team Coordination:
Coordinates fire safety training and evacuation drills with our in-house fire safety team. This includes maintaining the team roster and scheduling drills in collaboration with the building management.

System Operation:
Operates Access system, including issuance, deactivation, data entry for employees and visitors. Generate, and compile reports related to issuance, access control, and system usage.

Desk Reservation System Operation:
Operates the desk reservation system for user setup, data update, and managing reservations.

Key Management:
Responsible for the secure inventory and issuance of all facility keys.

Facility Manager Assistance:
Provide direct administrative and logistical support to the Facility Manager for various projects and daily operations.

Building Liaison:
Coordinate with the building management for event such as fire drills and other items as needed.

Qualifications

Minimum of five (5) years recent experience in facility administrative management or related experience.

Experience in office administration, general affairs, or corporate services is preferred.

Bilingual oral and written skills on a business level in both English and Japanese (primarily for coordination with Head Office and documentation).

Excellent organizational, problem-solving, and multi-tasking skills.

Strong organizational skills and attention to detail, especially in document and contract management.

Advanced proficiency in Microsoft Excel and experience with relevant management software (e.g., asset management, invoice processing).

Proficiency in Microsoft Office Suite (Word, PowerPoint).

Excellent communication and interpersonal skills to interact effectively with vendors, employees, and management.

Ability to prioritize tasks and manage time effectively in a fast-paced environment.

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