Administrative Secretary at Japanese energy company

Job Description
Our client, a Japanese Energy company, is looking for a Japanese speaking candidate for Administrative Secretary position.

Administrative: Secretary

Industry: Energy

Location: White Plains, NY

Salary: $ 40-50k range

Management of Office Services and General Affairs

• Maintains and controls office supplies, and keeps appropriate amount ofinventories
• Researches, communicates and negotiates with vendors.
• Communicates with the office building management.
• Manages office services by coordinating office operations and maintaining safe working environment
• Supports NY members as necessary.
• Organizes conference rooms and the pantryarea
• Plans and coordinates office activities and events.
• Assists another office’s IT team for IT related works.
• Arranges new PC and iPhones for new employees and replacements asnecessary.
• Maintains the company website and posts new activities asrequested
• Processes office supply invoices and credit card reconciliation by cooperating with the Accounting team
• Supports the Accounting team including IGS data correction asrequested
• Performs document management functions for both physical filing and electronic documents storage and supports businesslines
• Works with senior management to ensure that all office functions runsmoothly

Routine Secretarial Duties

• Coordinates scheduling meetings and events, and makes appointments for managers
• Arranges and coordinates travel schedules and reservations for senior managementand other NY members asrequested
• Answers the phone in a professional manner and directing phone calls to the appropriate parties
• Takes messages from callers and delivering them to the appropriateparties
• Corresponds with customers and vendors, reading and routing incoming mail, faxes,etc.
• Composes and writes routine correspondence as well as proofreading documentsas necessary, organizes and maintainingfiles
• Supports travel arrangements for HQ managements and other staffs asrequested
• Assists in daily office operations asrequested

Qualifications

Education

• Bachelor’s degree in Business Administration or equivalent is required.

Experience

• 2-3 years office administration-relatedexperience
  

Skills

• Proficiency is required in MS Office (Outlook, Word, Excel and PowerPoint)
• Time management skills paired with attention todetail
• Ability to effectively and efficiently communicate with coworkers and all levels of the organization
• Experience working in multi-cultural office environmentpreferred
• Japanese language skills are a plus