Office Operations Specialist – Japanese bilingual

We are seeking a highly organized and proactive Office Operations Specialist to oversee office administration, logistics coordination, procurement activities, and field service support within a dynamic engineering environment. This is a senior-level role requiring strong independent judgment, operational leadership, and the ability to manage multiple priorities with minimal supervision. The ideal candidate will take ownership of office operations, drive process improvements, and serve as a key resource supporting engineering and leadership teams.

Industry: Engineering / Technology

Location: In-Office

Required Qualifications

• 3+ years of experience in office administration, operations coordination, or a related role.
• Strong ability to work independently and manage competing priorities with minimal supervision.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and/or Google Workspace.
• Strong organizational skills with high attention to detail.
• Ability to handle sensitive information with professionalism and discretion.
• Experience with CRM platforms (Salesforce, HubSpot, or similar) preferred.
• Experience with ERP systems, inventory management, shipping, freight coordination, or procurement processes preferred.
• Prior experience supporting engineering, manufacturing, or technical teams preferred.
• Bachelor's degree in Business Administration or a related field preferred, or equivalent professional experience.
• Ability to lift and move materials weighing up to 30 pounds.
• Occasional local travel may be required.

Responsibilities

Office Administration & Facilities

• Manage day-to-day office operations, facilities coordination, office supplies, and vendor relationships.
• Serve as the primary point of contact for internal and external office communications.
• Maintain and improve digital and physical filing systems and records management processes.
• Coordinate schedules, meetings, travel arrangements, and office logistics.
• Support onboarding activities, including equipment setup and coordination with internal teams.
• Manage incoming and outgoing mail, packages, and deliveries.

Shipping, Logistics & Procurement

• Coordinate inbound and outbound shipments, including freight and courier services.
• Manage purchase orders and vendor communications to ensure timely procurement.
• Receive and inspect incoming materials and resolve delivery discrepancies.
• Maintain inventory levels of office and project materials.
• Monitor shipping costs, delivery performance, and logistics efficiency.
• Source materials and equipment based on project and operational requirements.

Field Service Engineering Support

• Prepare and distribute customer quotes, proposals, and service documentation.
• Follow up on open quotes, service orders, and customer inquiries.
• Maintain CRM data accuracy and customer records.
• Coordinate with engineering teams to gather technical information for proposals.
• Track field service activities and prepare operational reports for management.

General Operations Support

• Provide administrative and operational support to engineering and leadership teams.
• Lead special projects and cross-functional initiatives.
• Identify opportunities for process improvements and implement operational enhancements.
• Serve as a trusted operational resource to ensure efficient execution of critical business functions.
• May be assigned other duties and responsibilities by management as needed.

Work Environment

• Full-time, on-site position in a professional engineering office environment.
• Frequent interaction with engineers, vendors, customers, and external partners.
• Occasional local travel may be required.