Administrative Assistant

Job: Administrative Assistant (Part-Time)

Working Style: Onsite

Working Hours: Approximately 16 hours per week

Schedule: 9:00 AM – 5:00 PM (flexible within business hours)

Languages:

Business-level English required

Japanese language proficiency required

Job Summary

Our client is seeking a detail-oriented and organized Administrative Assistant to support our accounting, administrative, and office operations. This position is ideal for someone who enjoys working in a collaborative environment and can effectively manage multiple administrative tasks with accuracy and professionalism. The Administrative Assistant will provide support for accounting, general administration, office management, and corporate compliance activities. This role will work closely with internal team members and external service providers to ensure smooth daily operations.

Essential Duties and Responsibilities

• Accounting Support (Entry-Level)
• Process and review expense reimbursement requests, receipts, and invoices
• Reconcile and organize corporate card transactions
• Assist with accounts payable processing and payment administration
• Receive, organize, and maintain invoices and financial records
• Support monthly closing activities by preparing documentation and organizing records
• Coordinate with external accounting firms and bookkeepers as needed

Administrative Support

• Maintain and organize company records, both electronic and paper files
• Assist in preparing and submitting various corporate documents and forms
• Provide support for government filings and administrative procedures
• Manage contracts and corporate documents
• Handle incoming and outgoing mail, package deliveries, and office supplies
• Coordinate with vendors and service providers
• Support insurance-related documentation and record management
• Assist with maintaining corporate compliance records, including Form I-9 and related documentation
• Support board meeting and legal document administration

Qualifications

• 1–3 years of administrative, office support, accounting support, or related experience
• Strong organizational and time management skills
• High attention to detail and accuracy
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
• Ability to handle confidential information with discretion
• Strong verbal and written communication skills in both English and Japanese