Administrative Assistant Part Time

Position: Administrative Assistant

Location: Irvine, CA

Employment Type: Part-Time, Non-Exempt

Work Hour: 4 hours/Day M-F

Work Environment: Hybrid

Position Overview

A well-established global manufacturing company is seeking a Japanese Bilingual Account Management Representative to support customer orders, purchasing activities, and coordination with overseas factories.

This position will be responsible for processing customer sales orders, issuing purchase orders to overseas manufacturing locations, monitoring shipment schedules, and ensuring that products are delivered accurately and on time. The ideal candidate is detail-oriented, organized, and comfortable communicating in both Japanese and English with customers, internal teams, and overseas business partners.

This is an excellent opportunity for someone with order management, customer service, sales administration, purchasing, or import/export coordination experience.

Key Responsibilities

Account and Order Management

• Receive and process customer purchase orders, order confirmations, invoices, and changes to product or delivery schedules.
• Communicate with customers by phone, email, fax, or electronic ordering systems.
• Review customer orders for accuracy, pricing, product availability, and delivery requirements.
• Enter and maintain sales order information in the company’s internal system.
• Prepare and issue purchase orders to overseas factories.
• Coordinate with overseas sales, shipping, and operations teams regarding order and shipment status.
• Follow up on delayed, missing, or incomplete shipments and help resolve delivery-related issues.
• Provide customers with updates regarding order status, availability, and expected delivery dates.
• Maintain accurate and organized records of orders, purchase documents, and customer communications.

Administrative Support

• Prepare requisitions, purchase orders, reports, and other business documents.
• Assist with data entry, document management, and general office administration.
• Prepare periodic reports as requested by management.
• Support the Account Management and Operations teams with day-to-day administrative tasks.
• Assist with additional projects and responsibilities as assigned.

Qualifications

• Associate degree in Business Administration or a related field preferred.
• Equivalent education, professional training, or relevant work experience will also be considered.
• Approximately three years of experience in account management support, order processing, customer service, purchasing, sales administration, logistics, or a similar role preferred.
• Professional-level Japanese and English communication skills, including speaking, reading, and writing.
• Experience communicating with customers and overseas offices or manufacturing facilities is highly desirable.
• Strong attention to detail and ability to process orders accurately.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities and follow through on assignments.
• Strong customer service and interpersonal skills.
• Comfortable working independently and collaboratively in a team environment.
• Basic mathematical and reporting skills.

Technical Skills

• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Experience using ERP, order management, purchasing, or accounting systems preferred.
• Experience with Microsoft Dynamics GP is a plus.
• Comfortable using standard office equipment, including computers, scanners, copiers, and phone systems.

Preferred Skills and Attributes

• Dependable, punctual, and committed to providing accurate work.
• Proactive and able to identify and report potential issues.
• Flexible and adaptable to changing customer and business needs.
• Strong written and verbal communication skills.
• Able to maintain professional and ethical standards.
• Comfortable coordinating across multiple departments and international time zones.

Physical Requirements

• Ability to work primarily in a seated office environment.
• Occasional standing, walking, reaching, and use of office equipment.
• Ability to occasionally lift or move items weighing up to 20 pounds.
• Ability to review information on computer screens and printed documents for extended periods.

Reasonable accommodations may be provided to qualified individuals with disabilities to enable them to perform the essential responsibilities of the position.