Japanese IT company seeks a Japanese Bilingual Business Operations - NYC, New York

Essential Job Duties

• Prepare accurate quotations and complete cost summary sheets by coordinating closely with engineers, sales representatives, carriers, suppliers, subcontractors, and other parties involved in sales orders.
• Draft and prepare Master Service Agreements, distribute agreements to customers and relevant parties, and maintain organized records within the company's internal filing system.
• Review order documentation, including order sheets and cost sheets, received from sales representatives to ensure all required information and supporting documents are complete.
  
• Place orders and check the delivery date for items that need to be purchased. Create invoice data for orders where the service has started or the delivery is complete.
• Enter sales order into internal order system (Account Database and Customer Database). Update and maintain Account Database and Customer Database.
• Prepare purchase request forms based on approved cost summary sheets. Control orders of items with on-time delivery. Coordinate shipping of products and control on-time delivery of products at site.
• Place purchase orders for licenses, software solutions, and other products from vendors, and coordinate the shipment and delivery of material products to ensure timely fulfillment; Place orders to service providers, suppliers, and subcontractors.
• Communicate with carrier and equipment vendors and data center providers to obtain necessary quotes to place orders and coordinate to complete placement to attain on time.
• Monitor and track the status and progress of orders by maintaining close communication with sales representatives, engineers, suppliers, and other stakeholders.
• Update and share status of on-going order information and service activation with customers, vendors, engineers, sales department, and other internal staff members regularly.
• Enter sales order information and invoice data into the company's internal systems such as account database and modify invoice forms as required.
• Compile monthly sales reports based on customer invoices and maintain accurate and up-to-date sales records.
• Manage incoming and outgoing mail, packages, and deliveries.
• Request, process, and issue Certificates of Insurance (COIs) for incoming and outgoing requirements.
• Coordinate product fulfillment to ensure purchased products are received in a timely manner, process product return requests and review and handle vendor invoices related to product purchases.
• Enter and update asset information in the company's asset management systems, including FAS and HRTM, and maintain accurate asset-related records and lists.
• Provide backup support for team members and assume additional responsibilities as needed to ensure continuity of operations during staff absences.

Required Skill and Abilities

• Intermediate to advanced proficiency in Microsoft Excel, including the ability to work with spreadsheets, formulas, and data accurately.
• Strong mathematical skill with a high level of attention to detail.
• Professional customer service skills.
• Strong verbal and written communication skills in English and Japanese.
• Organizational and time-management skills, with the ability to prioritize tasks effectively and meet deadlines.
• Ability to work collaboratively in a team-oriented environment.

Preferred Qualifications

• Previous experience in office administration, order and purchase coordinator, data entry specialist or a related administrative role is preferred.