Japanese Bilingual HR & Administrative Coordinator#13015

Position Summary:
The HR & Administration Coordinator is responsible for supporting the company's human resources, administrative, and accounting functions. This position plays a key role in supporting the growth of the organization by coordinating employee lifecycle activities, maintaining records, assisting with financial administration, and managing general office operations.

Key Responsibilities:
Human Resources Support (Approximately 60%)

• Coordinate employee onboarding and offboarding activities, including new hire documentation, personnel file maintenance, and employee records management
• Assist with payroll administration by collecting, reviewing, maintaining, and processing employee payroll-related information in coordination with payroll providers and internal stakeholders
  
• Administer employee leave programs, including PTO, sick leave, and other leave entitlements, and maintain accurate leave records
• Administer employee benefit programs, including health, dental, vision, life insurance, and other company-sponsored benefit plans
• Coordinate benefit enrollments, qualifying life event changes, employee eligibility tracking, and annual open enrollment activities
• Maintain and update employee information within HRIS, payroll systems, and related databases to ensure data accuracy and compliance
• Support recruiting activities, including job postings, candidate communications, interview scheduling, background screening coordination, and new hire preparation
• Respond to employee inquiries regarding payroll, benefits, leave programs, company policies, and general HR procedures
• Maintain personnel records and HR documentation in compliance with federal, state, and company requirements
• Prepare routine HR reports, employee data summaries, and supporting documentation for management review
• Coordinate employment verification requests and other employee-related administrative documentation
• Serve as a primary point of contact for incoming phone calls and direct inquiries to the appropriate department or team member
• Support HR compliance initiatives and assist with maintaining required employment-related records and documentation

Accounting & Finance Support (Approximately 20%)

• Assist with day-to-day bookkeeping activities, including recording financial transactions and maintaining accurate accounting records
• Process accounts payable transactions, including organizing invoices, verifying supporting documentation, and preparing payment requests
• Enter payment instructions into banking platforms and payment systems in accordance with company procedures and approval requirements
• Maintain vendor records and assist with vendor account administration
• Assist with expense report processing and documentation management
• Organize, maintain, and archive accounting records, financial documents, invoices, receipts, and supporting documentation
• Support month-end and year-end closing activities under the direction of the Finance Manager
• Assist in preparing financial reports, schedules, reconciliations, and supporting documentation as requested by management
• Coordinate with external accountants, payroll providers, financial institutions, and government agencies regarding routine administrative and accounting matters
• Respond to inquiries and requests from banks, vendors, government agencies, including the Internal Revenue Service (IRS), and other external parties as directed
• Maintain confidentiality of financial, payroll, and employee-related information
• Support internal controls and compliance procedures by ensuring proper documentation and record retention practices

Administrative & Office Operations Support (Approximately 20%)

• Coordinate general office operations to ensure an organized, efficient, and professional work environment
• Manage office supplies, equipment, and inventory, including purchasing, receiving, tracking, and replenishment activities
• Maintain records of company assets, office equipment, and other administrative resources
• Assist with asset tracking, inventory control, and documentation related to company-owned property
• Coordinate office maintenance activities and communicate with landlords, service providers, contractors, and vendors regarding routine office and facility matters
• Assist with procurement activities, including obtaining quotations, preparing purchase requests, and coordinating orders with approved vendors
• Receive, distribute, and process incoming and outgoing mail, packages, and deliveries
• Maintain electronic and physical filing systems and ensure proper document retention and organization
• Support document preparation, scanning, copying, filing, and record management activities
• Coordinate meeting arrangements, conference room scheduling, and administrative logistics as needed
• Support company projects and administrative initiatives assigned by management
• Serve as a point of contact for general administrative inquiries and routine vendor communications
• Ensure administrative records and documents are maintained in accordance with company policies and procedures

Qualifications

• Minimum 2 years of experience in human resources, administration, payroll, office operations, or a related field
• Strong organizational, communication, and interpersonal skills
• Ability to handle sensitive and confidential employee and financial information with discretion
• Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and Teams
• Ability to manage multiple priorities and maintain accuracy in a fast-paced environment
• Strong attention to detail and problem-solving skills
• Experience with HRIS, payroll systems, QuickBooks, or similar business systems preferred
• Basic bookkeeping, accounts payable, or accounting support experience preferred
• Experience supporting employee benefits administration, onboarding, payroll, or office operations preferred
• Ability to work independently and collaboratively within a small, growing organization
• Bilingual English and Japanese communication skills 
• Experience with ADP Workforce Now or other payroll and HRIS systems preferred