Business Operations｜ Japanese IT Company

A Japanese IT company located in New York is looking for a talented individual to join its Business Operations team.

＜Job Duties＞
・Prepare accurate quotations and complete cost summary sheets by coordinating closely with
engineers, sales representatives, carriers, suppliers, subcontractors, and other parties involved in
sales orders.
・Draft and prepare Master Service Agreements, distribute agreements to customers and relevant
parties, and maintain organized records within the company’s internal filing system.
・Review order documentation, including order sheets and cost sheets, received from sales
representatives to ensure all required information and supporting documents are complete.
・Place orders and check the delivery date for items that need to be purchased. Create invoice
data for orders where the service has started or the delivery is complete.
・Enter sales order into internal order system (Account Database and Customer Database).
Update and maintain Account Database and Customer Database.
・Prepare purchase request forms based on approved cost summary sheets. Control orders of
items with on-time delivery. Coordinate shipping of products and control on-time delivery of
products at site.
・Place purchase orders for licenses, software solutions, and other products from vendors, and
coordinate the shipment and delivery of material products to ensure timely fulfillment; Place
orders to service providers, suppliers, and subcontractors.
・Communicate with carrier and equipment vendors and data center providers to obtain
necessary quotes to place orders and coordinate to complete placement to attain on time.
・Monitor and track the status and progress of orders by maintaining close communication with
sales representatives, engineers, suppliers, and other stakeholders.
・Update and share status of on-going order information and service activation with customers,
vendors, engineers, sales department, and other internal staff members regularly.
・Enter sales order information and invoice data into the company’s internal systems such as
account database and modify invoice forms as required.
・Compile monthly sales reports based on customer invoices and maintain accurate and up-to-
date sales records.
・Manage incoming and outgoing mail, packages, and deliveries.
・Request, process, and issue Certificates of Insurance (COIs) for incoming and outgoing
requirements.
・Coordinate product fulfillment to ensure purchased products are received in a timely manner,
process product return requests and review and handle vendor invoices related to product
purchases.
・Enter and update asset information in the company’s asset management systems, including
FAS and HRTM, and maintain accurate asset-related records and lists.
・Provide backup support for team members and assume additional responsibilities as needed to
ensure continuity of operations during staff absences.

＜Required Skill and Abilities＞
・Intermediate to advanced proficiency in Microsoft Excel, including the ability to work with
spreadsheets, formulas, and data accurately.
・Strong mathematical skill with a high level of attention to detail.
・Professional customer service skills.
・Strong verbal and written communication skills in English and Japanese.
・Organizational and time-management skills, with the ability to prioritize tasks effectively and
meet deadlines.
・Ability to work collaboratively in a team-oriented environment.

＜Preferred Qualifications＞
• Previous experience in office administration, order and purchase coordinator, data entry
specialist or a related administrative role is preferred.

【Keywords】
①Business operation
②Order Management / Procurement
③Japanese bilingual