Administration & Operations Coordinator – Japanese Speaking
Location: Mississauga, ON
Type: Full-Time, Permanent
Hours: Monday to Friday, 8:00am – 5:00pm (Hybrid)
Salary: $60,000 – $65,000 annually
About the Role
This opportunity is with a large, well-established construction company involved in major infrastructure projects across Ontario.
The Administration & Operations Coordinator provides cross-functional support across HR, accounting, and executive operations, enabling leadership to focus on strategic priorities. The role serves as a central point of coordination for employee experience, internal processes, and administrative projects, while supporting operational efficiency across the organization.
The position also plays a key role in bridging communication between Canadian operations, North American regional headquarters, and headquarters in Tokyo.
This position offers flexibility through a hybrid work arrangement, while requiring a high level of responsiveness and effective communication in a dynamic work environment.
Key Responsibilities
1. HR & Onboarding Support
- Coordinate end-to-end onboarding processes, including scheduling with HR and IT teams
- Prepare and distribute onboarding materials, and arrange office setup (e.g., equipment, system access, business cards)
- Act as liaison for IT setup and system access, ensuring a smooth onboarding experience
- Maintain accurate employee records and onboarding documentation
- Support onboarding and ongoing coordination for expatriate employees, including immigration and relocation support
- Coordinate communication between Canadian teams, North American regional headquarters, and headquarters in Tokyo
- Maintain and update internal employee portal and onboarding resources to ensure information is current and accessible
2. Employee Support & Communication
- Serve as the primary point of contact for employee inquiries
- Triage requests and coordinate with relevant departments
- Support internal communications such as announcements and updates
- Ensure timely and accurate responses to enhance employee experience
3. Accounting & Financial Support
- Act as point of contact for employee reimbursements, ensuring timely processing
- Process and track general invoices (e.g., courier services, telecommunications), including approval coordination
4. Executive & Office Support
- Coordinate travel arrangements, accommodations, and visitor logistics
- Organize meetings, events, and workshops
- Support day-to-day office operations to ensure an efficient and well-functioning workplace
5. Operations & Administrative Projects
- Support administrative and documentation-focused projects (e.g., ISO compliance)
- Maintain organized filing systems and documentation (SharePoint/Teams)
- Assist in developing and maintaining SOPs, templates, and internal documentation
- Support cross-departmental coordination to ensure efficient workflows
Skills & Qualifications
- Business-level Japanese required to support communication with North American regional headquarters and headquarters in Tokyo
- Excellent written and verbal communication skills
- Strong interpersonal skills with a service-oriented mindset
- Proactive and able to work independently with minimal supervision
- Strong organizational and multitasking skills with a high level of attention to detail
- Proficiency in Microsoft Office (Excel, PowerPoint) and collaboration tools (Teams, SharePoint)
Additional Information
This is an existing vacancy. Pasona uses artificial intelligence (AI) on a limited basis to streamline certain aspects of the recruitment process. No hiring decisions are made using AI. Pasona prioritizes the human element of interviewing and engaging with candidates.
