Position Overview
Japanese Law Office is seeking a highly organized and proactive Office Administrator to oversee the day-to-day operations of our Dallas office and ensure its smooth and efficient functioning. The successful candidate will play a key role in managing office administration, coordinating operational activities, supporting attorneys, and serving as a liaison between Dallas office and our Tokyo office. This position requires strong organizational, communication, and problem-solving skills, as well as the ability to work independently and manage multiple priorities in a growing office environment.
Key Responsibilities
1. Human Resources and General Administration
- Coordinate with the landlord, building management, cleaning providers, and other vendors; welcome office visitors.
- Provide remote administrative support for the Houston rental office.
- Track paid time off and assist with HR administration, including visa-related coordination with appropriate professionals.
- Support onboarding and relocation arrangements, including assistance with banking and other practical setup needs.
- Develop and maintain operational manuals and procedures to ensure continuity of operations and facilitate smooth handovers to successors.
2. Accounting and Payroll Administration
- Perform bookkeeping and maintain financial records using accounting software (Quickbooks).
- Liaise with external accountants on monthly and annual closing processes.
- Monitor/manage bank account activity, including incoming and outgoing payments.
- Coordinate payroll administration and review information prepared by external accountants; specialized payroll calculation expertise is not required.
3. IT Coordination
- Liaise between Tokyo-based IT team and U.S. vendors by telephone and email; technical IT expertise is not required.
4. Business Development and Client Relations
- Coordinate chamber of commerce memberships, event registrations, and seminar logistics.
- Research market developments and competitors' activities.
- Support client communications and vendor relationship management.
5. Legal Secretarial Support
- Manage calendars, appointments, and meeting arrangements.
- Prepare and organize documents and presentation materials.
- Assist with communications involving clients, attorneys, and vendors.
(Provide supplemental administrative and secretarial support to attorneys as needed, particularly during hours when the Tokyo-based secretarial team is unavailable due to time zone differences. Primary secretarial support will continue to be provided by the Tokyo office.)
Required Qualifications
- Authorized to work in the United States.
- Professional fluency in Japanese (including the ability to communicate effectively with Japan-based colleagues) and business-level English, both written and spoken.
- Strong organizational, communication, and time-management skills; ability to handle confidential information with discretion.
- Proficiency in Microsoft Office applications and ability to work independently.
- Preferred Qualifications
- Experience working for a Japanese company or in a Japanese business environment.
- Basic accounting or bookkeeping knowledge; payroll expertise is not required.
- Experience in office administration or professional services, ideally in a law firm.
Employment Details
Employment type:
- Full-time, indefinite-term employment
Location :
- Plano, TX. Office opening anticipated March 2027
Anticipated start:
- January 1, 2027 (no later than February 1, 2027)
Schedule:
- Monday–Friday, generally 9:00 a.m.–6:00 p.m., with flexible scheduling subject to operational needs and applicable timekeeping requirements. Core time 10:00 a.m. - 4:00 p.m., 1 hour lunch time.
Work arrangement:
- Fully remote until the anticipated March 2027 office opening; thereafter hybrid, with up to two remote days per week, subject to business needs.
Compensation:
- Hourly rate: USD 25 per hour (equivalent to an estimated annual base salary of USD 52,000, based on 2080 paid hours per year, excluding overtime pay and bonus. Bonus: A fixed annual bonus equivalent to one month's base pay, payable in March. Overtime eligibility and pay will be determined in accordance with applicable law.
Paid time off:
- Vacation leave : 14 paid days per year Sick leave : 7 paid days per year
Benefits:
- Insurance: The firm will provide a monthly allowance of up to USD 700 toward premiums for individual Silver-tier medical, dental, and vision insurance coverage obtained through insurance providers designated by the firm. Fitness Facility: Complimentary access to the on-site fitness gym.
Business trip:
- No regular business trip anticipated. If required, reasonable transportation and lodging expenses will be reimbursed under firm