Job Description

Job Description

Job Description

Highlights

This role requires strong communication skills and the ability to work independently and collaboratively within a team environment.

• Business level in English
• Computer / Software skills
• Office Admin work experience is a plus
• Self motivated and task management skill
• Japanese language skill is a plus
• New graduates are also welcome to apply

Full time / Non-exempt (Hourly)
Office location: Schaumburg, IL
Working hour: 8:30am - 5pm (M-F)
*Hybrid: Up to 2 days per week Telework option will be available after training period (30 - 90 days).
Title: Sales Coordinator
Great Health/Dental/Vision insurance are available.

Main duties

• Office supplies maintenance
• Executive support
• HR related administration
• Event planning / organizing

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Position Summary

Provides administrative and clerical level support, including, but not limited to: Executive Management; Human Resources & Administration and Credit Departments. Responsible for day-to-day assistance with, and execution of, applicable office management and related organizational procedures. Initial contact for applicable employee HR and benefit issues.

Essential Functions and Responsibilities

• Assist with office maintenance needs/issues including contact with Office of the Building
• Coordinate / perform general office duties such as monitoring and maintaining stock of office supplies (coffee, paper, pens, etc.). Prepare and submit for approval purchase invoices.
• Provide reception duties including answering main line and forwarding to appropriate department
• Provide general support to visitors (restaurant reservations, meeting room set up, serve refreshments, etc.)
• Participate in Human Resources activities: coordinate employee seminars; company events; maintain up-to-date payroll information, and other tasks as requested.
• Assist with IT related system needs, work with IT support team to resolve hardware / software issues, track and manage company owned assets (cell phones, laptops, cars, etc.).
• Develop and manage applications in Kintone (Office Management Software) and serve as first level resource for employee issues related to Kintone.
• Involvement with Credit Department activities to include gathering necessary data for monthly Marine Insurance report; renewal of business insurance; obtain and distribute Certificates of Insurance.
• Review, reconcile, and submit for approval, all group insurance and related benefit plan invoices along with corporate invoices (rent, energy, data services, etc.)
• Maintain up-to-date company records. File and retrieve corporate documents, records, and reports.
• Review office operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
  

Secondary / Administrative Responsibilities

• Prepare agendas, coordinating catering for luncheons, for committee, board, and other meetings.
• Make travel arrangements, booking hotels, etc.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Prepare outgoing mail (envelopes, packages, etc.)
• Provide administrative / clerical support to CEO, COO, CFO, Expats and to other departments as requested.

Qualifications

• Associate's degree or equivalent (Bachelor's degree preferred)
• Office/Admin work experience preferred
• Fluent / Business level in English
• Japanese skill is not required but helpful
• Excellent communication skills (written and verbal)
• Proficient in Microsoft Office, especially in Word and Excel
• Legally authorized to work in the United States

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