General Administrative Assistant｜ Major Food Trading Company

A Japanese major food trading company located in Los Angeles, California is looking for a General Administrative Assistant.

＜Job Overview＞
Under minimal supervision of Administration/ Facility Management Manager, the position requires the person to become the lead in executing administrative (office) and facility (warehouse) policies, procedures, improvements and modifications as granted and approved by senior management.

＜Essential Job Functions＞
【Administrative】
· Considerable knowledge and experience of office systems and procedures.
· Ability to analyze and determine operating and logistical needs within the functions available and to recommend to management the methods to fulfill those needs.
· Capable of researching and determining effective policies to help improve working conditions in the office by encouraging a safe, clean and comfortable environment for personnel.
· Respond to multiple administrative inquiries from various departments and branches including project request, purchases and cost estimates.
· Ability to use Honeywell EBI system. Create Employee ID/Time card badges for new employees. Transmit badge information to payroll department/ Human Resources. Use EBI300 as a tool to make adjustment to building security though video and access entry monitoring. Suggest and make changes to EBI300 as necessary.
· Researching and contracting vendors to make office improvements and modifications.
· Coordinate Los Angeles Office (internal) office cubicle relocations. Arrange and request modifications to workspace, telephone extensions and IT/Computer configurations.
· Manage office supply purchases. Coordinate with Administrative Assistant to manage office supplies. Some physical purchases and transactions required for office and warehouse supplies.
· Create and manage payment orders for purchases made by Administration
· Coordinate administrative time to assist in Risk Assessment manager with issues to improve long-term health of the company and improve profitability.

【Facility Management】
· Coordinates and works with Facility manager, senior management, warehouse management and staff in making necessary improvements and repair to the building, work equipment and company vehicles.
· Performs office and administrative duties to repair and maintain office equipment.
· Work with Facility Manager and Administrative Manager to suggest, consider and implement major projects requested by other departments. Structures time to gather estimate, review plans and project costs.
· Create and maintain service schedules for warehouse equipment in Los Angeles warehouse.
· Troubleshoot and diagnose equipment and execute in-house or contracted repairs immediately.
· Requisitions tools, equipment and supplies for necessary improvements to the building. Coordinate with other vendors and contractors to ensure completion of work.
· Work with Facility Manager in reviewing contracts for new and leased equipment for all 16 NTC U.S. and Canadian Branches. Complete requests for information by accounting department for related equipment.
· Coordinates changes in working conditions and use of equipment to increase the efficiency of work. Periodically use and operate equipment to perform service duties related to Facility Management.
· Create and manage payment orders for purchases made by Facility Management and warehouse.

【Other Requirements and Duties】
· Business Licensing, liquor licensing, Compliance Certificates
· Company Trademarks, logos and Patents:
·Coordinate with legal patent and trademark services for licensing, logo and patent information. Process requests to renew, modify, add or cancel services.
· Communicate with outside counsel and regulatory agencies to maintain good standing on respective license certificate and trademarks.
· Work with respective departments within the 16 NTC North American Branches for new product applications, licensing applications and renewals.
· Suggest and implement improvements in documentation and processing to Human Resource and Administration.
· Create and management payment orders for legal, licensing, trademarks and licensing fees.

＜Requirements＞
·Japanese and English bilingual
·Bachelor Degree in a Business related field and/or equivalent combination of education and experience.
·Reliable, pleasant and “Team-Oriented” personality.
· Experience in a fast-paced, heavy workload environment with proven ability to manage demanding situations.
· Ability to be “hands-on” in work and in providing support to the entire management team.

<Knowledge/ Skills/ Ability>
·Ability to analyze and synthesize complex or diverse information
·Ability to collect and research data, and evaluate information using experience and intuition
·Ability to quickly identify and resolve problems, and propose alternative solutions based on data analysis
·Ability to work effectively in team-based problem-solving situations and respond logically even in emotional situations
·Strong communication skills, including clear and persuasive speaking, active listening, and appropriate response skills
·Presentation skills, written communication skills, and ability to effectively present numerical data
·Ability to read and interpret documents, work within budget constraints, and develop and implement cost-reduction measures
·Ability to contribute to revenue and profit improvement, maintain interpersonal tact, and demonstrate stress tolerance and accountability
·Ability to understand safety rules, operating manuals, and procedures, and to recognize needs across departments and branch offices
·Strong cost calculation skills
·Ability to solve practical problems in environments with limited standardization
·Ability to interpret various types of instructions, including written, verbal, diagrams, and schedules
·Proficiency in Microsoft Excel, Word, and Outlook
·Knowledge of A/S 400 order processing system

【Keywords】
①Administrative Assistant
②Office Administration
③Japanese and English Bilingual