Sales & Office Coordinator

Location: San Mateo, CA

Compensation: $53,000–$58,000/year + discretionary bonus (approximately 9% historically)

Hours: 8 hours/day; flexible start times in 30-minute increments, subject to manager approval

Employment Type: Full-time, Non-Exempt, Hybrid (up to 3 remote days/week after introductory period)

Professional Japanese and English proficiency required for internal coordination and customer communication.

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

Company Overview

A global company is seeking a Sales & Office Coordinator for its advanced materials business, supporting electronic materials and industrial products used in technology and manufacturing applications.

Position Summary

This position provides daily sales administration, customer service, order management, logistics coordination, and office support. The role primarily involves email and telephone communication and requires a proactive, detail-oriented professional who can learn independently and manage daily responsibilities with minimal supervision.

Key Responsibilities

• Process customer orders, purchase orders, quotations, sales contracts, and letters of credit.
• Communicate with customers and suppliers regarding orders, pricing, delivery schedules, inquiries, and claims.
• Maintain sales, profit, inventory, and customer records.
• Prepare sales reports and support forecasting, budgeting, and sales planning.
• Document new project inquiries and follow up on sales opportunities.
• Monitor shipments, customs clearance, and final deliveries.
• Coordinate with internal teams to resolve order and logistics issues.
• Support daily office administration, including supplies, equipment, vendors, and general office operations.

Qualifications

Required:

• Professional Japanese and English proficiency, including English email and telephone communication and Japanese internal coordination.
• Bachelor's degree or equivalent education and experience.
• 2–3 years of relevant experience or training, or equivalent qualifications.
• Proficiency in Microsoft Excel, Word, PowerPoint, and Outlook.
• Strong organizational, communication, and customer service skills.
• Ability to interpret business documents and perform basic business calculations.
• Self-motivated, adaptable, and able to learn independently.

Preferred:

• Sales administration, inside sales, or customer service experience.
• Order processing, inventory, purchasing, or logistics experience.
• Manufacturing, trading, or international business experience.
• Sales reporting and forecasting experience.

Other Details

• Reports to the department manager.
• Hybrid work may be available after the introductory period, with up to 3 remote days/week.
• Benefits include medical, dental, vision, 401(k), and PTO.
• Annual performance reviews are generally conducted in April.
• Interview process: 2 in-person interviews.
• Occasional overtime may be required.
• Must be able to occasionally lift up to 10 lbs.

Must be currently authorized to work in the United States. No visa sponsorship is available for this role.

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