Business Operations

Essential 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.