Administration & Operations Coordinator – Japanese Speaking

Administration & Operations Coordinator – Japanese Speaking

Location: Mississauga, ON

Type: Full-Time, Permanent

Hours: Monday to Friday, 8:00am – 5:00pm (Hybrid)

Salary: $60,000 – $65,000 annually

About the Role

This opportunity is with a large, well-established construction company involved in major infrastructure projects across Ontario.

The Administration & Operations Coordinator provides cross-functional support across HR, accounting, and executive operations, enabling leadership to focus on strategic priorities. The role serves as a central point of coordination for employee experience, internal processes, and administrative projects, while supporting operational efficiency across the organization.

The position also plays a key role in bridging communication between Canadian operations, North American regional headquarters, and headquarters in Tokyo.

This position offers flexibility through a hybrid work arrangement, while requiring a high level of responsiveness and effective communication in a dynamic work environment.

Key Responsibilities

1. HR & Onboarding Support

• Coordinate end-to-end onboarding processes, including scheduling with HR and IT teams
• Prepare and distribute onboarding materials, and arrange office setup (e.g., equipment, system access, business cards)
• Act as liaison for IT setup and system access, ensuring a smooth onboarding experience
• Maintain accurate employee records and onboarding documentation
• Support onboarding and ongoing coordination for expatriate employees, including immigration and relocation support
• Coordinate communication between Canadian teams, North American regional headquarters, and headquarters in Tokyo
• Maintain and update internal employee portal and onboarding resources to ensure information is current and accessible

2. Employee Support & Communication

• Serve as the primary point of contact for employee inquiries
• Triage requests and coordinate with relevant departments
• Support internal communications such as announcements and updates
• Ensure timely and accurate responses to enhance employee experience

3. Accounting & Financial Support

• Act as point of contact for employee reimbursements, ensuring timely processing
• Process and track general invoices (e.g., courier services, telecommunications), including approval coordination

4. Executive & Office Support

• Coordinate travel arrangements, accommodations, and visitor logistics
• Organize meetings, events, and workshops
• Support day-to-day office operations to ensure an efficient and well-functioning workplace

5. Operations & Administrative Projects

• Support administrative and documentation-focused projects (e.g., ISO compliance)
• Maintain organized filing systems and documentation (SharePoint/Teams)
• Assist in developing and maintaining SOPs, templates, and internal documentation
• Support cross-departmental coordination to ensure efficient workflows

Skills & Qualifications

• Business-level Japanese required to support communication with North American regional headquarters and headquarters in Tokyo
• Excellent written and verbal communication skills
• Strong interpersonal skills with a service-oriented mindset
• Proactive and able to work independently with minimal supervision
• Strong organizational and multitasking skills with a high level of attention to detail
• Proficiency in Microsoft Office (Excel, PowerPoint) and collaboration tools (Teams, SharePoint)

Additional Information

This is an existing vacancy. Pasona uses artificial intelligence (AI) on a limited basis to streamline certain aspects of the recruitment process. No hiring decisions are made using AI. Pasona prioritizes the human element of interviewing and engaging with candidates.