(Japanese Bilingual) Business Operations

• Job Title: Japanese Bilingual Business Operations
• Client: Japanese IT company
• Working Location: New York, NY
• Salary (DOE): $55,000–$70,000
• Language: English / Japanese

• Prepare accurate quotations and cost summary sheets by coordinating with engineers, sales representatives, carriers, suppliers, subcontractors, and other parties involved in sales orders.
• Draft and prepare Master Service Agreements (MSAs), distribute agreements to customers and relevant parties, and maintain organized records in 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 for required items and confirm delivery dates. Prepare invoice data once services have started or deliveries have been completed.
• Enter sales orders into internal systems, including the Account Database and Customer Database, and maintain accurate and up-to-date records.
• Prepare purchase request forms based on approved cost summary sheets and manage orders to ensure on-time delivery.
• Coordinate product shipments and delivery to customer sites.
• Place purchase orders for licenses, software solutions, products, services, and subcontracted work.
• Communicate with carriers, equipment vendors, and data center providers to obtain necessary quotations, coordinate order placement, and ensure timely completion.
• Monitor and track order status and progress by communicating with sales representatives, engineers, suppliers, and other stakeholders.
• Provide regular updates regarding ongoing orders and service activation to customers, vendors, engineers, sales teams, and other internal staff.
• Enter sales order and invoice information into internal systems and modify invoice forms when required.
• Prepare monthly sales reports based on customer invoices and maintain accurate 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 returns, and review vendor invoices related to product purchases.
• Enter and update asset information in asset management systems, including FAS and HRTM, and maintain accurate asset records.
• Provide backup support for team members and take on additional responsibilities as needed during staff absences.

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

• Previous experience in office administration, order coordination, purchasing coordination, data entry, or a related administrative position is preferred.

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