Japanese Bilingual Office Operations Manager - New York, Ny #11040

A Japanese consulting firm is looking for a Japanese Bilingual Office Operations Manager.
Classification: Exempt
Compensation: $130K - $150K DOE
Work Hours: 9AM - 6PM (Mon – Fri/In-Office), may need to work extended hours or be available
outside regular business hours to communicate with Tokyo headquarters
Work Location: New York, NY
Reports to: Managing Partner
Position Summary:
The Bilingual Office Manager plays a vital role in overseeing and coordinating various aspects of the firm’s
operations, including accounting, human resources, vendor management, IT coordination, and staff
management. This position requires a detail-oriented and adaptable individual who will work closely with
the firm’s Managing Partner to ensure efficient, compliant, and strategically aligned operations. The
position requires a native level proficiency in Japanese, as well as a business level proficiency in English.
Responsibilities and Duties:
1. Office Operations:
• Ensure the office runs smoothly by managing office supplies, equipment, and facilities
• Work with upper management to develop and implement policies and procedures
• Serve as a key point of contact between upper management, executives, administrative
staff, various departments and external stakeholders, relaying important information and
directives
• Ensure systems and protocols are consistent with Tokyo headquarters
• Maintain office security alarm system and office access cards
• Liaise with landlord on maintenance and repairs
• Ensure compliance with health and safety regulations
2. Accounting and Finance:
• Oversee accounting processes, accounts payable/receivable, and budgeting
• Collaborate with accounting personnel to ensure accurate and timely financial transactions
• Correspond with banks, oversee funds
• Monitor payroll processing for local employees and international assignees
• Correspond with accounting personnel on gross-up calculations
• Maintain thorough documentation of financial activities, adjustments, and supporting
calculations
• Review expense reports, ensuring adherence to firm policies and procedures
• Maintain records of month-end/year-end reports, corporate tax filings and audit
documents
• Coordinate year-end closing process
3. Human Resources:
• Manage HR policies and procedures, including recruitment, employee relations, benefits
administration, and compliance with labor laws.
• Process documents for new hires and international assignees, conduct orientations
• Respond to preboarding inquiries and prepare for onboarding
• Set up insurance (company & medical), maintain coverage details, premium payments,
coordinate renewal
• Maintain employees’ personal information, compensation and benefits
• Consult with the firm’s General Counsel on legal matters
• Prepare documents such as job descriptions, employment contracts, employment
verification letters, performance appraisals, and visa documents
4. Vendor Management:
• Coordinate with vendors and suppliers for office services, maintenance, and supplies
• Negotiate contracts to secure favorable terms and conditions for the firm
• Monitor all services, vendor costs, address issues
• Approve office supply and refreshment purchases, ensure cost-effectiveness and resource
optimization
5. Information Technology (IT):
• Oversee company’s IT infrastructure, including hardware, software, servers and networks
• Resolve issues with phones, network, IT equipment, liaise with IT vendors
• Correspond with Tokyo IT personnel and external IT vendors on firm specific PC setup and
program updates
• Coordinate service agreements and license renewal with IT vendors
• Manage IT equipment inventory
• Arrange mobile phones for eligible employees, maintain accounts
6. Staff Management:
• Manage accounting and administrative personnel, provide guidance and support to ensure
professional development
• Monitor and track employee attendance, punctuality, and adherence to work schedules
• Delegate tasks and responsibilities
• Set performance goals, evaluate and conduct performance reviews
• Work with upper management to develop and implement administrative strategies and
policies
• Correspond with staffing agencies to address hiring needs
7. Administrative Support:
• Support Managing Partner with all operational matters
• Prepare documents, reports, draft various firm policies in Japanese
• Liaise with clients when requested
• Coordinate approval
• Perform all other duties requested by the management
Qualifications:
• Bachelor's degree in business administration, finance, HR management, or a related field
• 5+ years of experience in office management or in a similar administrative leadership role
• A minimum of 5 years experience working in a Japanese corporate environment
• Basic understanding of accounting principles and procedures
• Experience in HR management, knowledge of HR policies and practices
• Experience with talent acquisition and employee relations
• Experience with IT coordination
• Ability to prioritize tasks and handle multiple responsibilities effectively
• Strong written and verbal communication skills
• Attention to detail and problem-solving skills
• Proficiency in MS Office (Word, Excel, Outlook)
• Demonstrated ability to handle sensitive information with discretion
• Native level fluency in Japanese required (oral and written communications skills)
• Business level English required (oral and written communications skills)
• Authorized to work in the US permanently without a visa sponsorship
• Notary Public certification is a plus but not required
Benefits:
• Medical, dental, vision and life insurance
• Paid time off
• Retirement plan (in development)