Office & Administrative Coordinator｜Japanese manufacturer

A Japanese manufacturer located in Dallas, Texas is seeking an Office & Administrative Coordinator.

<Job Overview>
This position is responsible for the end-to-end management of company assets and contracts—
including company vehicles, mobile phones, and IT devices—and for ensuring the smooth day-to-
day operation of internal IT systems in close coordination with headquarters in Japan.
In addition, the role serves as the primary point of contact for HR operations, acting as the
liaison with the company’s HR platform (TriNet), supporting employee onboarding/offboarding,
employee data management, and ensuring that internal processes are maintained in compliance
with applicable regulations.

<Responsibilities>
• 1. Company Assets, Contracts & IT Operations
Manage company-owned and leased assets including:
・ Company vehicles
・ Company mobile phones
・IT equipment (PCs, peripherals, etc.)
・ Oversee vendor and contract management related to:
・Leasing agreements
・Telecommunications
・ IT service providers
Maintain contract documentation, renewal schedules, and cost tracking
・ Manage day-to-day IT operations, including:
・ Device provisioning and replacement
・Microsoft 365 user and account administration
Act as the primary coordination point with Japan headquarters for IT-related operations
and policies
2. HR Operations & TriNet Liaison
・ Serve as the contact person for the HR platform (TriNet)
・ Coordinate onboarding, offboarding, and employee status changes
・ Maintain accurate and up-to-date employee data
・Support communication with HR vendors and external partners as needed
3. Internal Processes & Governance
・ Manage and maintain internal operational processes to ensure:
・ Business activities run smoothly
・Operations comply with applicable laws and regulations
・Support the organization and maintenance of:
・ Internal policies
・ Roles and responsibilities
・ Approval workflows
・Help prevent operational dependency on individuals by documenting and standardizing
processes where appropriate
4. Executive & General Administrative Support
・ Provide administrative and operational support to the President / CEO
・ Coordinate general office administration, including vendors, supplies, and facilities
・Support ad-hoc projects related to company operations as required

<Requirements>
• 3+ years of experience in office administration, operations, HR support, or a related role
• Some hands-on experience with HR operations in a U.S.-based company
• Professional proficiency in both English and Japanese
• Experience working with HR systems (TriNet or equivalent HRIS), either as a system user or
liaison
• Experience administering Microsoft 365, including user and account management
• Strong organizational skills with the ability to manage multiple operational areas
independently
• High level of discretion and professionalism when handling confidential employee and
company information

<Preferred Qualifications>
• Experience working in a U.S. subsidiary of a Japanese company
• Experience managing company assets such as vehicles, IT equipment, or communication
tools
• Experience in process improvement, documentation, or operational standardization

<Ideal Candidate Profile>
• Comfortable working in a small company environment where responsibilities span multiple
functions
• Able to take ownership of operations rather than waiting for fully defined processes
• Capable of viewing HR, IT, and administrative tasks as interconnected components of
company operations
• Practical, detail-oriented, and reliable, with a strong sense of operational accountability

※The initial 3 months of employment will be on a temporary (contract) basis, with the hourly rate to be determined after the interview.
Upon mutual agreement, the position will transition to direct employment thereafter.

【Keywords】
①Administrative
②HR System
③Japanese Bilingual