Administrator - Research Division

Are you energized by innovation, collaboration, and the opportunity to make a real impact behind the scenes? We’re seeking an Administrator to support our cutting-edge Research Division—a pivotal role that ensures our teams can focus on advancing next-generation technologies.

This position offers a rare opportunity to work alongside global leaders and diverse research teams in a dynamic, cross-cultural environment. If you’re a detail-driven professional who thrives in fast-paced settings and enjoys solving problems with precision and initiative, this role is for you.

What You’ll Do

As a valued member of the Research Division, you’ll play a key part in enabling operational excellence through a wide range of administrative and logistical responsibilities, including:

• Managing purchase requisitions, PO dispatch, vendor invoicing, and expenditure reconciliation using Ariba.
• Coordinating new hire onboarding, from workspace setup and system access to orientation preparation.
• Organizing cross-departmental meetings and internal events to foster collaboration.
• Providing travel planning and itinerary support for the Division Vice President.
• Maintaining organized and confidential records, including technical reports and publications.
• Preparing and submitting monthly accruals and expense tracking reports.
• Ensuring safety and evacuation lists are current for assigned division areas.
• Partnering across departments to collect information, resolve issues, and streamline processes.
• Managing office supplies and budget tracking, including purchase recommendations.
• Overseeing daily office operations, including mail distribution and administrative coordination.

What You’ll Bring

• Bachelor’s degree (BS/BA) required.
• Full-time, on-site presence Monday through Friday, 9:00 a.m. – 5:30 p.m.
• 3 years of experience working with Ariba Purchase Order systems.
• Strong customer service mindset and exceptional organizational skills.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint).
• Solid understanding of budget management and financial tracking.
• Proven ability to prioritize multiple tasks accurately in a fast-paced, team-oriented environment.
• Excellent verbal, written, and interpersonal communication skills.
• Japanese language proficiency is highly desirable.
• Experience with PeopleSoft is a plus.

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Company Overview

ADAPT Technology is a US-based engineering and staffing company specializing in a comprehensive array of services, including engineering, design, invention, scanning, prototyping, and production manufacturing. We cater to diverse industries such as aerospace and automotive.

Job Type: Full-time

Pay: $21.00 - $28.00 per hour

Expected hours: No less than 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance

Application Question(s):

• Will you now or in the future require VISA sponsorship?
• Describe a time you managed multiple administrative tasks or projects under tight deadlines. How did you prioritize and ensure accuracy?
• Tell us about a process improvement or solution you implemented that made your team or department more efficient. What was the outcome?

Education:

• Bachelor's (Preferred)

Experience:

• Ariba/SAP: 3 years (Preferred)
• managing purchase orders: 3 years (Preferred)
• supporting executives or VPs: 2 years (Preferred)
• handling budgets or accruals: 2 years (Preferred)
• Microsoft Excel daily use: 3 years (Preferred)
• coordinating events or meetings: 2 years (Preferred)
• managing office operations: 3 years (Preferred)
• using SharePoint or similar tools: 1 year (Preferred)
• supporting cross-functional teams: 3 years (Preferred)

Language:

• Japanese (Preferred)

Work Location: In person

Salary : $21 - $28