Job Description

【Position】

Office Administrator ( Exempt )

【Summary】

This position is responsible for coordinating and managing a variety of office administration functions including HR support, day-to-day office management and reception, shipping/receiving, purchasing, and sales and service support for various locations of the company.

【Essential Duties】

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 headquarters 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.

Export/Import and Shipping/Receiving

• Coordinate with the logistic teams, below tasks will be performed

• Collect import, export, shipping documentation, review, and processing.

• With knowledge of export and import regulations, prepare shipping document. (Export, Import and domestic

shipment)

• Daily tracking & follow up on all shipments. Arrange shipment on forwarding specified destinations.

• Awareness of import & export regulations of documentation, packaging, and labeling requirements for each

country, and prepare such.

• Involve with the physical shipment handling. Able to handle 100+ lbs shipment with use of hand tools, such as

dolly.

• Create shipment. Able to pack product with secure cushions. Maintain all shipping materials, such as boxes,

cushions, and shipping tapes, etc.

• Investigate and resolve troubled shipment. Keep management, Sales, and HQ informed of any issues or

problems.

• Communicate with custom brokers on documentation. If necessary, research and prepare document.

• Communicate with the freight forwarders in managing shipment schedules.

• Answer general inquiries from customers, vendors, or other colleagues and assist their shipment.

• Hazardous Goods knowledge preferred.

• Update HQ in Japan regarding shipment status.

Human Resources Assistance

• Support recruiting activities such as organize interviews, and preparation of onboarding.

• Advises management in appropriate resolution of employee relations issues.

• Handles employees’ inquiries in regards to the Company’s policies, procedures; investigates employee

complaints.

• Assists and execute human resources policies and procedures.

• Support various matters for HQ employees

• Identifies legal requirement and government reporting regulations and ensures policies, procedures, and

reporting are in compliance.

Other & Miscellaneous

• Seeks constant improvement, more efficient and less expensive ways and means in work processes.

• Performs other duties and projects as assigned by Company management.

• Maintains high ethical standards in the workplace.

• Reports all irregular issues and problems to management for solution.

• Maintains good communication with supervisors, other staff members, customers and others.

• Complies with all company policies and procedures.

• Responsible for maintaining a clean and safe working area

• May occasionally need to travel locally by car for business purposes. No overnight business travel is required.

• The employee must occasionally lift and/or move up to 15 pounds.

• Employee must be able to handle 100+ lbs. shipment with use of hand tools, such as dolly.

【Working Hours, Working style】

5 days / week required in office

(Monday - Friday, 9 AM - 5 PM, additional hours as needed)

【Working Location】

South Chandler, AZ

【Salary, Benefit】

$55K-65K ( eligible for additional payment for additional hours worked )

Medical, Dental, Vision ( 100% of monthly premiums for Employee, spouse/partner, and dependent children fully paid

for by the Company )

Life Insurance, 401K, Paid Vacation, Paid Sick/Family Leave, Sabbatical, Commuting Allowance(from home to office), Mindfulness/Self-Inmrovement, Amazon&Internet Reimbursement

【Minimal Required Essential Job Skills】

Software includes the use of Windows operating system & MS Office.

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】

• Bachelor’s degree (B.A.) from a four-year college or university or equivalent combination of education and

experience.

• Between one or two years of previous work experience in a similar position.

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