Administrative Specialist

Administrative Specialist

Location: Farmington Hills, MI

(Hybrid options may be considered. 80% at the office)

Employment Type: Full-time (9am-5:30pm with 30 min unpaid lunch) *May require occasional evening/weekend work

FLSA Status: Non-Exempt

Position Overview

The Administrative Specialist supports daily office operations by providing administrative, clerical, and coordination support across multiple departments. This role plays a key part in ensuring efficient workflows, accurate documentation, and effective communication with internal teams and external partners.

Key Responsibilities

• Manage calendars, meetings, conference rooms, and travel arrangements.
• Serve as the primary point of contact for phone, email, visitors, and office communications.
• Prepare, proofread, and maintain business documents, reports, presentations, and correspondence.
• Maintain organized physical and digital filing systems while ensuring confidentiality and compliance requirements.
• Manage data entry, databases, and routine reporting; act as administrator for key internal systems.
• Oversee office operations, including supplies, equipment, vendors, shipping/receiving, and inventory control.
• Support onboarding, payroll assistance, personnel databases, and general HR-related administrative tasks.
• Provide first-level IT support and coordinate issue escalation with the IT team.
• Process and track invoices, expense reports, and purchase orders in accordance with company policies.
• Prepare and distribute company-wide communications and meeting documentation.
• Provide administrative and logistical support for special projects and company events.
• Identify and implement improvements to streamline administrative processes.

Qualifications

• Bachelor’s degree or equivalent practical experience
• Prior experience in an administrative or office support role preferred
• Proficiency in Microsoft Office applications (Excel, Word, Outlook)
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Ability to manage multiple tasks and work independently in a fast-paced environment
• Understanding in Japanese language or Japanese working culture especially at newly established office in USA

***Above details are subject to change.

This job description is intended to provide a general overview of the position and may not include all responsibilities or requirements.