(Japanese Bilingual) Business Operations

Job Details Job Title: Japanese Bilingual Business Operations Client: Japanese IT company Working Location: New York, NY Salary (DOE): $55,000–$70,000 Language: English / Japanese What will you do 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. Required Qualifications & Skills 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.

Preferred Qualifications

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