Accounting and Administrative Assistant

GENERAL POSITION SUMMARY

This position is responsible for performing a range of accounting and administrative functions, providing support to management and staff at various locations, and assisting Japanese visitors where possible.

ESSENTIAL JOB FUNCTIONS

Primary Job Functions

a. Provides General Accounting Support

Supports the preparation of monthly reports for all ongoing projects on a work-in-progress cost-percentage basis using QuickBooks and Excel. Assists with the management of accounts payable and accounts receivable.

b. Provides General Administrative Support, Including Sales Support

Writes and distributes documents and correspondence to contractors, vendors, and internal staff; distributes mail and faxes as needed; accurately files and maintains documents; maintains and updates data; makes copies; orders and maintains office supplies and equipment; researches and negotiates with vendors to obtain the best prices; plans office activities and events; provides administrative support to the General Manager and Project Managers; and assists management with other administrative functions as requested.

c. Supports Management and Japanese Visitors with Various Arrangements

Provides translation support where possible; coordinates travel arrangements, including hotel, rental car, and flight reservations; researches and negotiates travel-related services, such as corporate hotel rates and rental car insurance; arranges apartments and car leases for longer-term visitors; advises visitors on local issues and concerns; and recommends local places for business and personal needs.

Secondary Job Functions

1. Manages Time and Resources: Uses company-provided tools, including phones, fax machines, and email, to maximize productivity and complete tasks on time.
2. Keeps Management Informed: Participates in meetings and reports problems to management verbally or in writing to avoid confusion and further issues.
3. Complies with Federal, State, and Local Requirements: Reviews existing and new regulations, adheres to applicable requirements, and files reports as necessary.
4. Maintains Professional and Technical Knowledge: Obtains job-related certifications, stays current with industry trends, and applies that knowledge to the job.

Common Job Functions

1. Contributes to the Team Effort: Remains flexible in work assignments, including assignments outside core responsibilities; covers for other staff as needed; and completes tasks requested by management.
2. Acts on Constructive Feedback: Remains open to feedback from peers, supervisors, and customers and uses it to improve performance.
3. Improves Processes: Examines departmental work processes, research procedures, and administrative procedures and recommends changes where appropriate.
4. Upholds Work Standards: Maintains professional conduct and appearance, recognizes personal limitations and seeks assistance when needed, and uses established communication channels.

ESSENTIAL JOB REQUIREMENTS

Physical Requirements

• While performing the duties of this job, the staff member is regularly required to sit, walk, and hear. The staff member is occasionally required to stand, use their hands to pick up, handle, or feel objects, and reach with their hands and arms.
• The staff member must occasionally lift and/or move up to 10 pounds.
• This position requires close vision and the ability to adjust focus.

Work Environment

• The noise level is usually moderate, typical of a business office with computers, printers, and telephones.
• The staff member may be required to travel for business and work beyond normal business hours when necessary.

EXPERIENCE / MINIMUM QUALIFICATIONS

Language Skills

• Ability to read, analyze, and interpret general business documents, forms, and instructions in English.
• Ability to write reports, business correspondence, and procedural manuals in English.
• Ability to respond effectively to questions from management, staff, clients, and the general public in English.
• Ability to communicate verbally and in writing with individuals and groups in English.
• Ability to deliver presentations effectively to managers, staff, clients, and the general public in English.

Japanese language skills are helpful but not required.

Mathematical Skills

• Ability to calculate figures and amounts, such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
• Ability to apply basic algebra and geometry concepts to create and interpret bar graphs.

Reasoning Skills

• Ability to apply knowledge and sound judgment to carry out detailed written or oral instructions.
• Ability to address problems involving several concrete variables in situations with limited standardization.
• Ability to analyze and use various documents, including contracts and purchase orders.

Computer Skills

• Ability to use a computer and applications such as Microsoft Windows, Word, Excel, Outlook, and PowerPoint.
• Ability to create custom reports as necessary.

Other Skills

• Must be tactful, mature, flexible, and able to manage multiple work pressures effectively.

EDUCATION

• A bachelor's degree or equivalent from a four-year college or university and two to four years of related experience and/or training, or an equivalent combination of education and experience.
• An accounting degree is preferred.