Office Assistant Manager / Administrator

Office Assistant Manager / Administrator

Location: Carol Stream, IL

Compensation: Approx. ~$65,000/yr (DOE)

Hours: Mon-Fri 8am-5pm

Employment Type: Full-time

※Applications will only be considered from candidates who meet the listed job-related qualifications. Please review thoroughly before submitting your application. ※

Company Overview

A well-established trading and distribution company in the food industry specializing in imported consumer and commercial goods is seeking an Office Assistant Manager / Administrator to support its U.S. office operations. The company works closely with customers, vendors, sales teams, warehouse personnel, and internal departments to manage order processing, purchasing coordination, administrative tasks, and daily office support.

Position Summary

The Office Assistant Manager / Administrator will handle administrative, accounts payable, sales support, import purchasing, inspection coordination, petty cash, office supply management, lease item tracking, and HR support tasks. This role requires strong bilingual communication skills, attention to detail, and the ability to support multiple departments in a fast-paced office environment.

Key Responsibilities

• Process accounts payable transactions and related documentation
• Answer and direct telephone calls professionally
• Provide sales support, including invoice processing, pick ticket output, sales inquiry responses, and complaint handling support
• Handle administrative tasks related to import purchasing, including container delivery schedule tracking
• Coordinate city inspection-related matters
• Arrange warehouse equipment repairs and prepare purchase orders as needed
• Manage petty cash and related records
• Order and manage office supplies, furniture, fixtures, and related items
• Track and manage leased office or operational items
• Support new employee orientation, including preparation of required documents
• Assist with other office administration and operational tasks as needed

Qualifications

Required:

• Business-level Japanese and English language ability and communication skills
• Experience in office administration, sales support, purchasing support, accounting support, or related business operations
• Strong organizational and multitasking skills
• Accurate data entry and documentation skills
• Ability to communicate professionally with internal teams, customers, vendors, and service providers
• Proficiency with general office systems, email, spreadsheets, and business documentation

Preferred:

• Experience with accounts payable processing
• Experience with invoices, pick tickets, purchase orders, or import-related administration
• Experience coordinating inspections, repairs, vendors, or facility-related matters
• Experience handling petty cash or basic accounting records

Other Details

This role requires both independent administrative execution and cross-functional support for sales, purchasing, warehouse, HR, and office operations.

※This role may include additional responsibilities as needed based on business needs. ※