Japanese/English Bilingual Client Support Coordinator/Assistant #11181

Position Title: Japanese/Englishbilingual Client Support Coordinator/Assistant #11181
Team: Project Management
Report to: Office Director
Status: Non-Exempt
Position Overview:
Responsible for various administrative tasks related to billing & account receivable, sales, and client relations.
Key Accountabilities:
1) Perform/ Coordinate billing and account receivable functions:

• Upon confirmation of the order, verify client and order information for correctness, generate billing invoice with appropriate computer systems, and send the invoice to clients.
• Prepare Sales Agreement and conduct a legal review with a lawyer
• Communicate with clients and other related parties various information, including the status of shipments, expected delivery date, shipping methods and quantities etc. Arrange appropriate insurance for damage or loss during shipping of the order (artwork) and share the coverage information with related parties.
• Monitor account receivable status (e.g., outstanding or delayed payment), prepare/ update a status report, escalate the irregularities to Management, coordinate with appropriate internal and external personnel to research, follow-up and resolve the issues.
• Coordinate with the external accounting firm to confirm received payment while matching payment from clients with invoices and taking any necessary action to resolve discrepancies.

2) Provide administrative assistance in sales and client relations:

• Update the artwork list for sale as well as associate information in accurate and timely manner.
• Maintain artwork inventory list in storage up-to-date by entering and modifying the data and arranging insurance coverages.
• Arrange various administrative tasks related to the warehouse for art pieces
• Organize and archive digital files, ensuring correct file format and making records easy to identify/ search.
• Craft newsletter for clients and prospective clients and send the newsletter upon approval from Management.
• Maintain and manage digital files and electronic images of artworks for website and newsletter, by coordinating appointments with photographer, communicating/ corresponding to related parties and uploading images to websites.

3) Perform other duties and responsibilities as required or requested by Management.
Requirements:

• Excellent communication skills
• Multi-tasking and excellent time management skills
• Thrives in a process-driven and fast-paced environment with accountability
• Willingness to expand responsibilities when needed
• Ability to display compassion and remain calm in stressful situations
• Understands confidential matters and documents
• Must be bilingual in Japanese/English  (Native level Japanese and Business level English)