Office Administrator

Our semiconductor client is seeking a direct hire Office Administrator who is bilingual in Japanese. This role requires onsite x5 per days. The office is in the zip code area of 78758.

Office Administrator
Position Overview
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 across various locations.
Essential Job Functions 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 for repairs.
• Organize and compile company records and documentation.
• Schedule meetings, organize calendars, and record meeting minutes.
• Prepare well-packed shipments and maintain shipping materials such as boxes, cushions, bubble wrap, and tape. Receive and distribute packages accordingly.
• Support travel arrangements (domestic and international), including hotel, flights, and rental cars.
• Implement management policies and procedures to improve workflow and reporting efficiency.
• Manage and renew contracts with corporate service providers, including insurance, benefits, vehicles, and office leases.
• Prepare and file statements and reports for government and insurance agencies as required.
• Identify administrative needs and develop appropriate solutions or recommendations.
• Coordinate activities across various departments or teams.
• Interpret and apply relevant laws, rules, and regulations.
• Handle employee inquiries and refer matters to the appropriate party, ensuring follow-up.
• Answer general inquiries from customers, vendors, or colleagues.
• Handle sensitive information confidentially.
• Assist field service engineers with scheduling meetings and reporting.
• Perform other related duties and responsibilities as assigned.

Inventory, Parts, and Asset Management

• Maintain inventory records to ensure sufficient quantities of parts and/or products.
• Ensure timely delivery of ordered parts/products, meeting negotiated prices and quality standards.
• Coordinate cost-effective distribution methods for parts/products with suppliers.
• Adapt and use internal and customer portal sites for purchase orders and reporting.
• Prepare requisitions, purchase orders, and related forms.
• Communicate with the accounting team to ensure timely processing of inventory payables.
• Interface with sales and service teams to coordinate purchasing and inventory management.
• Confirm items, prices, and freight costs for purchasing shipments and forward invoices to accounting.
• Professionally communicate with suppliers and other stakeholders.
• Organize information using various formats, such as Excel charts, diagrams, or emails.
• Lead cost reduction negotiations with suppliers.
• Coordinate and maintain records for registering and disposing of assets, inventory, and parts.
• Assist with additional projects as assigned by management.

Export/Import and Shipping/Receiving

• Coordinate import, export, and shipping documentation.
• Prepare shipping documents in compliance with export and import regulations.
• Track and follow up on shipments, ensuring timely deliveries.
• Stay informed about country-specific regulations for documentation, packaging, and labeling.
• Handle physical shipment tasks, including handling shipments up to 100+ pounds with tools like dollies.
• Prepare and securely pack shipments, maintaining all necessary shipping materials.
• Investigate and resolve shipment issues, keeping relevant parties informed.
• Communicate with customs brokers and freight forwarders to manage shipment schedules and resolve issues.
• Assist customers, vendors, or colleagues with shipment-related inquiries.
• Knowledge of handling hazardous goods is preferred.

Human Resources Assistance

• Support recruiting activities, including organizing interviews and onboarding preparation.
• Advise management on employee relations issues and resolve employee complaints.
• Execute human resources policies and procedures.
• Identify legal requirements and ensure compliance with government reporting regulations.
• Assist with various HR-related tasks as needed.

Other Responsibilities

• Seek constant improvement in work processes.
• Perform other duties and projects as assigned by management.
• Maintain high ethical standards in the workplace.
• Report any issues or problems to management for resolution.
• Ensure good communication with supervisors, staff, customers, and stakeholders.
• Comply with all company policies and procedures.
• Maintain a clean and safe working area.

Job Requirements Skills

• Accuracy, attention to detail, basic math skills, effective communication (oral and written), dependability, initiative, confidentiality, multitasking, planning and organizing, team collaboration, and office management.

Qualifications

• Bachelor’s degree (B.A.) required

Tools & Equipment

• General office equipment, including phones, personal computers, fax machines, and copiers.
• Proficiency in Windows operating systems and MS Office software.

Work Environment & Physical Demands Work Environment

• Primarily office-based.
• Occasional local travel by car for business purposes; no overnight travel required.

Physical Demands

• Ability to sit, stand, walk, use hands and fingers, and reach with arms.
• Occasionally lift and/or move up to 15 pounds.
• Ability to handle shipments up to 100+ pounds with tools like dollies.