Office Administrator (Japanese Bilingual)

This is with a growing semiconductor company from Japan working fully onsite. They have several other offices in the US, and this is a newly created role for their new office in Austin, TX.Base Salary: $50,000-$65,000 (non-exempt; eligible for overtime pay)Essential Job FunctionsOffice 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 HQ 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.Minimal Required Essential Job SkillsAccuracy, 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.QualificationsWork Experience• Between one or two years of previous work experience in a similar position.Tools & Equipment• General office equipment including phones, personal computer, email, fax, copier, etc.• Software includes the use of Windows operating system & MS Office.