Japanese Bilingual Accounting & School Operations Coordinator | Japanese Language School

A Japanese language school in Brooklyn, New York, is seeking a Japanese-English bilingual Accounting & School Operations Coordinator.

This position offers an opportunity to support children’s growth through parent communication and school operations while utilizing accounting experience.

<Job Overview>
This position focuses on accounting and also involves a wide range of responsibilities, including enrollment and program registration, parent communication, student information management, supply ordering, and daily school operations.
In addition to accuracy in accounting, the ability to communicate thoughtfully with parents and staff and respond flexibly as a team member is essential.
This position is well suited for someone who enjoys taking initiative, completing detailed tasks accurately, and supporting others.

<Job Responsibilities>
1. Accounting & Bookkeeping
・Record and categorize transactions and maintain accounting records using systems such as QuickBooks.
・Process vendor invoices and expense reimbursements, and review and process staff expense claims.
・Process payments by check, ACH, and other methods.
・Monitor incoming payments and follow up on outstanding balances.
・Perform monthly reconciliations of bank accounts and credit cards.
・Identify and correct discrepancies or errors in accounting records and statements.
・Monitor non-payroll budgets and expenditures, and report unusual expenses or discrepancies.
・Manage and reconcile petty cash monthly.
・Organize records and documentation required for managing grants, donations, and other funding.
・Maintain accounting documents properly in preparation for audits and financial reviews.
・Support financial reporting and budget management in coordination with the Executive Director.
・Assist with tracking income and expenses related to events, educational materials, supply purchases, and donations.
2. Enrollment, Program Registration & Parent Communication
・Respond to inquiries from families considering enrollment or program registration, as well as currently enrolled families.
・Provide guidance and assistance with registration procedures and required documents.
・Organize and maintain enrollment-related documents, application forms, and informational materials.
・Manage waitlists and update registration information for mid-year and seasonal enrollment.
・Operate and manage the online registration system (Jumbula).
・Respond to inquiries regarding registration-related charges, invoices, and payment procedures.
・Set up and update program details, schedules, and registration forms.
・Coordinate with program coordinators to ensure registration information and application details remain accurate.
3. Student Information & Health Documentation Management
・Enter and update information in the student information management system and verify its accuracy.
・Track enrollment status, program participation, and submission of required documents.
・Verify and share student information as needed and coordinate with program coordinators.
・Collect and manage allergy information and health-related documents.
・Ensure teachers and staff have access to the latest allergy information and safety precautions.
・Communicate with families and collect, update, and maintain medical forms.
・Handle personal and confidential information appropriately.
4. Supplies & Purchasing Management
・Order and manage supplies and consumables used at the school and office.
・Receive deliveries, verify items against orders, and manage inventory.
・Coordinate with staff to identify supply needs and plan purchases.
・Manage ordering and purchasing with consideration for the budget.
5. Reception & School Operations Support
・Assist parents, students, staff, and visitors when assigned to reception duties.
・Respond to inquiries by phone, email, and in person, and direct them to the appropriate personnel.
・Support safe facility operations, including monitoring building access and entry and exit procedures.
・Assist with preparing announcements, newsletters, reports, and other materials.
・Coordinate schedules for meetings, conferences, and school events.
・Receive, sort, and distribute mail.
・Keep the reception area and entrance organized and tidy.
・Assist teachers and supervise children as needed.
・Provide support as circumstances require, including temporarily supervising children who become ill.
・Perform other duties necessary for school operations.

<Requirements>
・At least 3 years of practical experience in bookkeeping or accounting.
・Sufficient English proficiency for professional communication.
・Ability to communicate in Japanese for routine work-related matters.
・Excellent communication and interpersonal skills.
・Strong organizational skills and the ability to complete detailed tasks accurately.
・Ability to manage multiple responsibilities simultaneously and solve problems as situations arise.
・Ability to take initiative and work collaboratively with a team.
・Ability to maintain accurate data and documentation.
・Ability to handle personal and confidential information appropriately.
・Enjoy working with children and demonstrate a strong sense of responsibility for their safety and care.
・Must be legally authorized to work in the United States.
・Must be able to complete a background check and health screening as part of the hiring process.

<Preferred Qualifications>
・Experience working at a school, educational institution, nonprofit organization, or community organization.
・Experience using online enrollment and program registration systems.
・Experience working with children.
・Experience using accounting software such as QuickBooks.

【Keywords】
①Bookkeeping and Enrollment Management
②Bilingual Accounting Coordinator
③School Operations Coordinator