Client Support Coordinator – Japanese Bilingual

Location: Brooklyn, NY (On-site)

Employment Type: Full-time, Non-Exempt

Working Hours: 9:00 AM – 6:00 PM (1-hour break)

Salary Range: $50,000 – $55,000 annually, depending on experience

Industry: Art / Creative Studio

Position Overview

An established artist management and art-related organization is seeking a Japanese bilingual Client Support Coordinator to support daily operations across billing, sales administration, and client relations. This role is highly detail-oriented and plays a key part in ensuring smooth coordination between clients, internal teams, external vendors, and professional partners. Japanese language proficiency is required.

Key Responsibilities

Billing and Accounts Receivable

• Review client and order details upon order confirmation to ensure accuracy

• Generate and issue invoices using internal systems

• Prepare sales agreements and coordinate legal review with external counsel

• Communicate with clients and related parties regarding shipment status, delivery timelines, shipping methods, and quantities

• Arrange insurance coverage for artwork during shipment and share coverage details with stakeholders

• Monitor accounts receivable status, track outstanding or delayed payments, and prepare regular status reports

• Escalate irregularities to management and coordinate with internal and external parties to resolve issues

• Work closely with an external accounting firm to confirm payments, reconcile invoices, and address discrepancies

Sales and Client Relations Support

• Maintain and update artwork listings and related information accurately and in a timely manner

• Manage and update artwork inventory records, including storage details and insurance coverage

• Handle administrative coordination related to warehouse operations for art pieces

• Organize, archive, and maintain digital files in a structured and searchable manner

• Draft client and prospect newsletters and distribute them upon management approval

• Manage digital assets and images of artworks for websites and newsletters by coordinating with photographers, communicating with relevant parties, and uploading content

Additional Responsibilities

• Perform other administrative or operational duties as assigned by management

Qualifications and Skills

• Native-level or fluent Japanese language skills (spoken, written, and reading required)

• Strong verbal and written communication skills

• Excellent multitasking and time management abilities

• Ability to thrive in a structured, process-driven, and fast-paced environment

• High level of accountability and attention to detail

• Willingness to take on additional responsibilities as business needs evolve

• Calm, professional demeanor with the ability to handle sensitive or stressful situations

• Strong understanding of confidentiality and discretion when handling documents and information

Disclaimer

This job description is a sample and has been anonymized for advertising purposes. Details may be adjusted or finalized during the hiring process.