Job Description

Position

(Temp to Hire) Japanese Bilingual Admin Assistant

Summary

A Japanese manufacturing company is seeking a detail-oriented, temp-to-hire Bilingual Administrative Assistant. This position is crucial for providing comprehensive administrative, clerical, and language support to management and expatriate staff. The ideal candidate will be an organized and proactive problem-solver with strong multitasking abilities and fluent Japanese-English communication skills.

Bilingual & Expatriate Support

• Provide primary administrative and language support for expatriate staff.
• Translate documents from Japanese to English and vice versa.
• Act as a bilingual liaison, communicating with customers, vendors, and service providers via phone and email.

General Administration & Office Management

• Perform core clerical duties, including filing, managing correspondence, and preparing documents.
• Greet and direct office visitors; manage incoming phone calls and emails.
• Manage calendars, schedule meetings, and coordinate travel arrangements for senior staff.
• Procure office supplies and act as the point of contact for building maintenance vendors.
• Provide administrative support for the operations team.

Order Processing & Finance Support

• Enter and confirm purchase orders (POs) in SAP; issue POs and track delivery dates.
• Create, review, and track sales orders and invoices for accuracy.
• Reconcile invoices against POs, research discrepancies, and confirm payments.
• Prepare and process travel reimbursement requests and other reimbursements.
• Compile, sort, and file financial documents to maintain a clear audit trail.

Document Control & Reporting

• Support ISO/IATF certification by performing document management functions (establishing, revising, and tracking documents) according to required standards.
• Assist management by reviewing special reports, summarizing information, and identifying trends.

Working Hours, Working style

Monday – Friday, 8:00 AM – 4:45 PM (includes a 45-minute unpaid lunch)

Working Location

Wheeling, IL

Salary/Benefit

$21 - 22/hour

Holidays

Saturdays, Sundays, and major US Holidays

Qualifications

Required

• Bachelor's degree in Business Administration or a related field.
• Business-level fluency in both Japanese and English (written and verbal) is required.
• Proven experience in an administrative assistant or similar office support role.
• Excellent time management skills with a strong ability to prioritize and multitask.
• High attention to detail and strong problem-solving skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Ability to complete complex administrative tasks with minimal supervision.

Preferred

• Proficiency with SAP, CRM, or other ERP systems.
• General knowledge of basic accounting, data, or administrative management procedures.
• A customer-service oriented and friendly demeanor.

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