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Administrative & Accounting Coordinator

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wheeling, il • Posted 1 weeks ago
Onsite Full Time Office and Administrative Support Occupations
A Japanese manufacturing company is seeking an Administrative & Accounting Coordinator.
PRIMARY DUTIES
Accounting & Bookkeeping Support
  • Act as the primary liaison with our external CPA and accounting firm, ensuring smooth data integration and communication.
  • Manage daily bookkeeping tasks, including invoicing, purchase orders, and general order management.
  • Perform data entry, expense tracking, and financial record management using QuickBooks.
  • Process accounts payable/receivable, handle check deposits, and manage wire transfers.
HR & Payroll Administration
  • Process payroll accurately and in a timely manner for the US office employees.
  • Manage employee benefits enrollment and maintain basic HR records for local staff.
General Administration & Communication
  • Serve as the main point of contact between the US office, the factory, and the headquarters in Japan, handling necessary reporting and escalation of issues.
  • Manage incoming/outgoing physical mail, coordinate shipping logistics (e.g., FedEx, UPS), and handle basic reception duties.
  • Manage office facilities, oversee office supplies inventory, and coordinate with external vendors for basic maintenance and IT support.
  • Provide onboarding and comprehensive administrative support for Japanese expatriate staff and their families.
  • Assist in organizing internal meetings, company events, and travel arrangements as needed.
  • Perform other administrative duties and special projects as assigned.
Minimum Requirements (Must-Haves)
  • Language: Fluent in both Japanese and English (speaking, reading, and writing).
  • Experience: Previous experience in general office administration, back-office support, or basic bookkeeping.
  • Tech Skills: Basic proficiency in Microsoft Office (Word, Excel) and general computer navigation.
  • Mindset: Proactive, team-oriented, and a strong willingness to learn. We welcome candidates who understand general administrative workflows and are eager to grow, even if they haven't mastered every single duty yet.
Preferred Qualifications (Nice-to-Haves)
  • Hands-on experience using QuickBooks for data entry or bookkeeping.
  • Previous experience handling payroll, HR tasks, or purchase orders.
  • Prior experience working in a Japanese corporate environment or supporting expatriate staff.

Job Type: Full-time
Required education: High school or equivalent
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