Japanese English Bilingual Admin& Accounting Manager

Japanese-English Bilingual Manager – Administration & Accounting

Position Summary

We are seeking a Japanese-English bilingual Manager of Administration & Accounting to support the company's U.S. operations and communication with our corporate headquarters in Japan.

This position is responsible for coordinating and managing key administrative functions, including accounting administration, human resources, payroll and benefits, corporate administration, and general office operations.

The Manager will work closely with Executive Management, the Office Managers in North Carolina and other state, our external CPA firm, and the corporate headquarters in Japan.

This position does not serve as the primary specialist or manager for Engineering, Sales & Marketing, Procurement, or Safety. However, the Manager may provide administrative and coordination support to these functions as needed.

Key Responsibilities

1. Accounting & Financial Administration

• Coordinate day-to-day accounting administration, including accounts receivable (AR), accounts payable (AP), invoicing, payments, and expense records.
• Maintain accurate accounting and financial information in QuickBooks and other company systems.
• Coordinate monthly closing activities and provide required financial information and supporting documents to the external CPA firm.
• Review monthly financial statements and accounting reports in coordination with Executive Management and the CPA firm.
• Assist Executive Management with cash flow monitoring, budget preparation, and budget-versus-actual analysis.
• Maintain and reconcile company credit card records and supporting documentation.
• Administer bank payments and maintain appropriate payment records and approval documentation.
• Coordinate payroll-related information and documentation with the payroll provider and CPA firm.
• Prepare and provide necessary documents and information for federal and state tax filings prepared by the external CPA firm.
• Maintain organized accounting records and supporting documentation for audits, tax filings, and management review.
• Support financial and administrative reporting to the corporate headquarters in Japan.

2. Human Resources Administration

• Coordinate recruiting activities, including job postings, candidate communication, interview scheduling, and preparation of employment documentation.
• Support Executive Management in the hiring and onboarding process.
• Administer employee records, payroll information, benefits, vacation, sick leave, and other HR-related documentation.
• Coordinate employee health insurance, workers' compensation, and other employee benefit programs.
• Support performance evaluation and compensation review processes as directed by Executive Management.
• Maintain and administer the Employee Handbook and company policies.
• Assist Executive Management with employee relations and disciplinary documentation when required.
• Coordinate with external legal or HR professionals when specialized advice is required.

3. Corporate & General Administration

• Coordinate administrative activities for the North Carolina and other offices with the respective Office Managers.
• Supervise and support Office Managers in maintaining efficient office operations.
• Maintain corporate records, business licenses, registrations, insurance documents, contracts, and other important company documentation.
• Coordinate preparation and maintenance of Board of Directors and Shareholders' Meeting documents and corporate records.
• Administer corporate insurance policies, including general liability, workers' compensation, professional liability, and other applicable coverage.
• Coordinate office lease administration, landlord communication, office maintenance, and related matters.
• Maintain appropriate internal administrative procedures and approval processes.
• Identify opportunities to improve administrative efficiency, internal controls, and office systems.

4. Management Reporting & Japan Headquarters Coordination

• Prepare and coordinate periodic administrative and financial reports for Executive Management.
• Provide necessary reports, documents, and explanations to the corporate headquarters in Japan.
• Maintain effective communication between management, employees, the external CPA firm, professional advisors, and the corporate headquarters in Japan.
• Assist Executive Management in collecting and analyzing administrative and financial information for management decisions.
• Coordinate special administrative projects as assigned by Executive Management.

5. Purchasing, Sales & Safety – Administrative Support

The primary responsibility of this position is Administration, HR, and Accounting. The Manager may also provide administrative support to other business functions as needed, including:

• Preparing or processing purchase orders and maintaining purchasing documentation.
• Assisting Engineering personnel with vendor documentation, RFQs, invoices, and purchasing records.
• Providing administrative support for customer or supplier meetings, quotations, contracts, and sales documentation.
• Supporting company safety documentation, insurance requirements, and administrative compliance.
• Coordinating administrative communication with customers, vendors, government agencies, and other outside organizations.

These activities are supporting responsibilities and do not constitute primary responsibility for Sales & Marketing, Engineering Procurement, or Safety Management.

Qualifications

Required

• Business-level proficiency in both Japanese and English, including verbal and written communication.
• Experience in administration, accounting, finance, HR, or a related business function.
• Working knowledge of basic accounting principles, including AR, AP, payroll, expense management, and financial reporting.
• Strong organizational and administrative skills with the ability to manage multiple responsibilities.
• Strong communication skills and ability to coordinate effectively with management, employees, external professionals, and corporate headquarters in Japan.
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• High level of accuracy, confidentiality, and professional integrity.

Preferred

• Experience working for a Japanese-owned company in the United States.
• Experience coordinating with an external CPA or accounting firm.
• Experience with QuickBooks or similar accounting software.
• Experience in HR administration, payroll, employee benefits, or corporate administration.
• Experience in an engineering, manufacturing, construction, or industrial service environment.
• Familiarity with U.S. business practices and communication with Japanese corporate headquarters.

Key Competencies

• Administration and organizational management
• Accounting and financial coordination
• Attention to detail and accuracy
• Japanese-English bilingual communication
• Problem solving and process improvement
• Confidentiality and integrity
• Cross-functional coordination
• Time management and prioritization
• Ability to work independently while maintaining appropriate communication with Executive Management

Reporting Relationship

Reports to: President / Executive Management

Works closely with:

• Office Managers – North Carolina and other state
• Engineering Management and Project Teams
• External CPA and professional advisors
• Corporate Headquarters in Japan

Position Focus

The primary focus of this position is to ensure that company's administrative, accounting, HR, and corporate management functions are properly coordinated and effectively operated.

The Manager is expected to provide hands-on administrative leadership while working closely with the Office Managers, Executive Management, the external CPA firm, and the corporate headquarters in Japan.

The primary focus of this position is to ensure that company's administrative, accounting, HR, and corporate management functions are properly coordinated and effectively operated.

The Manager is expected to provide hands-on administrative leadership while working closely with the Office Managers, Executive Management, the external CPA firm, and the corporate headquarters in Japan.