Office Administrator (Japanese Bilingual)

This is with a growing semiconductor company from Japan working fully onsite. They have several other offices in the US, and this is a newly created role for their new office in Austin, TX. Base Salary: $50,000-$65,000 (non-exempt; eligible for overtime pay) Essential Job Functions Office Administration • Provide general office support including mail distribution, answering telephones, filing, catering, ordering supplies, etc. • Take minutes for meetings and hearings. • Ensure operations of office equipment by completing maintenance and calling of repairs • Organize and compile company records and documentation. • Schedule meetings, organize calendars, and record meeting minutes. • Prepare well packed shipments and maintain all shipping materials, such as boxes, cushions, bubble wrap, shipping tape, etc. Receive and distribute packages accordingly. • Support travel arrangements (domestics and international) including hotel, flights, rental car, etc. • Studies and implements management policies and procedures in order to improve the effectiveness and efficiency of workflow and reporting procedures. • Manages and renews contracts with corporate service agencies, such as insurances, benefits, vehicles, office leases, etc. • Prepares and files statements and reports for government and insurance agencies as required. • Identifies administrative needs and develops appropriate solutions or recommendations. • Coordinates activities of various departments or employees within the Company. • Interprets and applies laws, rules, and regulations applicable to the organization. • Handles employees’ inquiries and refers matters to the appropriate party and follow up as necessary. • Answer general inquiries from customers, vendors, or other colleagues. • Handle sensitive information in a confidential manner. • Assist Field Service Engineers for scheduling meetings and reporting. • Perform other related duties and responsibilities, as assigned. Inventory, Parts and Asset Management • Searches and maintains inventory records to determine if parts and/or products on hand is in sufficient quantity. • Assures that the ordered parts and/or products are delivered on schedule, at the negotiated price, and meets the quality standards of the company. • Coordinates appropriate methods needed to distribute parts and/or products in a cost-effective manner to and from the supplier. • Adapt and use internal and customer portal sites for purchase orders and reporting. • Prepares requisitions, purchase orders and other forms as directed. • Communicates with the accounting team to assure the timely processing of inventory payables and other inventory accounting related matters. • Interfaces with the sales and service team to coordinate purchasing management. • Interfaces with the sales and service team to coordinate proper inventory management. • Confirms items, prices and freight costs of purchasing shipments to verify information against bills of lading, invoices, orders, or other records; forwards invoices to the accounting department. • Communicates in a professional manner with supplier(s) (i.e. MRF in providing RFQ, negotiating pricing, delivery schedule) and HQ in Japan (i.e. in providing delivery schedule to Japan). • Organize information in a variety of formats (Excel charts, diagrams, email, etc.) in a timely manner • Creates and arranges periodical (i.e. annual) cost reduction negotiation with suppliers • Coordinate and keep records for registering and disposing assets, inventory, parts. • Assists and performs other projects as assigned by management. Minimal Required Essential Job Skills Accuracy, Attention to Detail, Basic Math Skills, Communications (Oral & Written), Dependability/Reliability, Initiative/Follow Through, Listening & Understanding, Diplomacy, Confidentiality, Multitasking, Office Management, Planning & Organizing, Supervisory, Team Worker. Qualifications Work Experience • Between one or two years of previous work experience in a similar position. Tools & Equipment • General office equipment including phones, personal computer, email, fax, copier, etc. • Software includes the use of Windows operating system & MS Office.

Created: 2026-03-05