Administration & Operations Specialist - Japanese bilingual

Administration & Operations Specialist

Location: New York, NY

Annual Salary: $60,000-$75,000 (DOE)

• The company is seeking a highly organized, detail-oriented, and trustworthy Administration & Operations Specialist to support day-to-day administrative and operational functions.
• This is a broad-based administrative role covering payroll, HR and benefits administration, contract administration, regulatory and corporate filings, customer account administration, expatriate/trainee support, and general office operations.
• The ideal candidate is someone who takes ownership of responsibilities, manages multiple deadlines effectively, independently prioritizes tasks, and follows through without requiring constant supervision.
• The position requires strong teamwork and communication skills, as the individual will work closely with employees across the organization and various outside service providers.
• Because this role handles sensitive payroll, employee, tax, customer, and corporate information, integrity, discretion, and the ability to maintain strict confidentiality are essential.

• Payroll Administration
  • Support payroll processing, gross-up calculations, employee reimbursements, payroll tax filings, and related recordkeeping.
• HR Administration
  • Maintain confidential employee records, PTO/Sick Day records, required notices and reports.
  • Support employee onboarding and offboarding.
• Employee Benefits
  • Administer medical insurance and 401(k) records.
  • Coordinate required filings and annual processes with outside service providers.
• Contract Administration
  • Prepare and administratively review contracts for accuracy and completeness.
  • Coordinate execution and filing, track deadlines, and process early terminations.
  • This position does not perform legal review or legal interpretation.
• Regulatory & Corporate Administration
  • Coordinate state and business registrations, annual filings, licensing-related administrative matters, and maintenance of required corporate records.
• Customer Account Administration
  • Maintain customer balance records.
  • Track outstanding amounts and late fees and coordinate follow-up as necessary.
• Expatriate & Trainee Support
  • Assist with housing, lease renewals, tenant insurance, relocation arrangements, and related administrative matters.
• General Administration
  • Coordinate business travel.
  • Maintain office and kitchen supplies.
  • Order business cards.
  • Provide other administrative support as needed.

• Annual salary: $60,000-$75,000 (DOE)
• 100% employer-paid medical insurance for employees, including coverage for eligible dependent children.
• 100% employer-paid commuting expenses.
• 401(k) plan with company safe-harbor matching contributions.
• Paid Time Off (PTO) and Sick Leave.
• Other company-sponsored benefits, as applicable.

• Bachelor's degree or equivalent relevant work experience preferred.
• Prior experience in administration, operations, payroll, HR administration, accounting support, or a related field preferred.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Strong attention to detail and comfort working with numbers and documentation.
• Ability to independently prioritize work and follow through on responsibilities.
• Strong interpersonal and communication skills with a collaborative, team-oriented approach.
• High level of integrity, discretion, and professionalism when handling confidential information.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Experience with payroll, employee benefits, contracts, business registrations, or regulatory filings is a plus, but expertise in all areas is not required.

• Reliable, organized, proactive, and trustworthy.
• Able to keep track of multiple deadlines, determine priorities independently, and ensure responsibilities are completed accurately and on time.
• Works well with others, communicates proactively, and contributes to a cooperative and respectful work environment.
• Understands the importance of confidentiality and can be trusted with sensitive employee, payroll, and company information.
• Expertise in every area listed above is not required.
• Willing to learn, able to take ownership of responsibilities, and committed to supporting the team.