Business Operations – Japanese Bilingual

Location: Midtown Manhattan, New York, NY

Salary: $55,000-$70,000

Language: Japanese & English required

Hiring: Urgent / ASAP

Essential Job Duties

• Prepare accurate quotations and complete cost summary sheets by coordinating closely with engineers, sales representatives, carriers, suppliers, subcontractors, and other parties involved in sales orders.
• Draft and prepare Master Service Agreements, distribute agreements to customers and relevant parties, and maintain organized records within the company's internal filing system.
• Review order documentation, including order sheets and cost sheets, received from sales representatives to ensure all required information and supporting documents are complete.
• Place orders and check delivery dates for items that need to be purchased.
• Create invoice data for orders where the service has started or delivery is complete.
• Enter sales orders into internal order systems (Account Database and Customer Database) and update and maintain these databases.
• Prepare purchase request forms based on approved cost summary sheets.
• Control orders and coordinate product shipments to ensure on-time delivery.
• Place purchase orders for licenses, software solutions, and other products from vendors.
• Place orders with service providers, suppliers, and subcontractors.
• Communicate with carriers, equipment vendors, and data center providers to obtain necessary quotes, place orders, and coordinate timely completion.
• Monitor and track order status and progress by maintaining close communication with sales representatives, engineers, suppliers, and other stakeholders.
• Regularly update and share ongoing order and service activation status with customers, vendors, engineers, the sales department, and other internal staff members.
• Enter sales order information and invoice data into internal systems and modify invoice forms as required.
• Compile monthly sales reports based on customer invoices and maintain accurate and up-to-date sales records.
• Manage incoming and outgoing mail, packages, and deliveries.
• Request, process, and issue Certificates of Insurance (COIs) for incoming and outgoing requirements.
• Coordinate product fulfillment, process product return requests, and review and handle vendor invoices related to product purchases.
• Enter and update asset information in the company's asset management systems, including FAS and HRTM, and maintain accurate asset-related records and lists.
• Provide backup support for team members and assume additional responsibilities as needed to ensure continuity of operations during staff absences.

Required Skills & Abilities

• Intermediate to advanced proficiency in Microsoft Excel, including the ability to work with spreadsheets, formulas, and data accurately.
• Strong mathematical skills with a high level of attention to detail.
• Professional customer service skills.
• Strong verbal and written communication skills in English and Japanese.
• Strong organizational and time-management skills, with the ability to prioritize tasks effectively and meet deadlines.
• Ability to work collaboratively in a team-oriented environment.

Preferred Qualifications

• Previous experience in office administration, order and purchase coordination, data entry, or a related administrative role is preferred.