Client Support Coordinator – Japanese Bilingual
Location: Brooklyn, NY (On-site)
Employment Type: Full-time, Non-Exempt
Working Hours: 9:00 AM – 6:00 PM (1-hour break)
Salary Range: $50,000 – $55,000 annually, depending on experience
Industry: Art / Creative Studio
Position Overview
An established artist management and art-related organization is seeking a Japanese bilingual Client Support Coordinator to support daily operations across billing, sales administration, and client relations. This role is highly detail-oriented and plays a key part in ensuring smooth coordination between clients, internal teams, external vendors, and professional partners. Japanese language proficiency is required.
Key Responsibilities
Billing and Accounts Receivable
• Review client and order details upon order confirmation to ensure accuracy
• Generate and issue invoices using internal systems
• Prepare sales agreements and coordinate legal review with external counsel
• Communicate with clients and related parties regarding shipment status, delivery timelines, shipping methods, and quantities
• Arrange insurance coverage for artwork during shipment and share coverage details with stakeholders
• Monitor accounts receivable status, track outstanding or delayed payments, and prepare regular status reports
• Escalate irregularities to management and coordinate with internal and external parties to resolve issues
• Work closely with an external accounting firm to confirm payments, reconcile invoices, and address discrepancies
Sales and Client Relations Support
• Maintain and update artwork listings and related information accurately and in a timely manner
• Manage and update artwork inventory records, including storage details and insurance coverage
• Handle administrative coordination related to warehouse operations for art pieces
• Organize, archive, and maintain digital files in a structured and searchable manner
• Draft client and prospect newsletters and distribute them upon management approval
• Manage digital assets and images of artworks for websites and newsletters by coordinating with photographers, communicating with relevant parties, and uploading content
Additional Responsibilities
• Perform other administrative or operational duties as assigned by management
Qualifications and Skills
• Native-level or fluent Japanese language skills (spoken, written, and reading required)
• Strong verbal and written communication skills
• Excellent multitasking and time management abilities
• Ability to thrive in a structured, process-driven, and fast-paced environment
• High level of accountability and attention to detail
• Willingness to take on additional responsibilities as business needs evolve
• Calm, professional demeanor with the ability to handle sensitive or stressful situations
• Strong understanding of confidentiality and discretion when handling documents and information
Disclaimer