Admininistration Manager

JOB SUMMARY

The Administration Manager will support corporate administrative functions at NNR Global Logistics USA Inc.’s Head Office. This role is responsible for overseeing general administration, coordinating cross-functional and global administrative initiatives, managing external vendors, and supporting internal governance and operational efficiency. The position serves as a central coordination point among Administration, HR, Legal, Finance, branch offices, and overseas headquarters, without assuming legal or HR decision-making authority.

Duties & Functions

Essential:

• Oversee general administrative functions equivalent to corporate “General Affairs,” including office administration, facilities management, and coordination with external service providers and vendors.

• Develop, organize, update, and communicate internal administrative policies and procedures, in coordination with HR and Legal, focusing on operational clarity and consistency while not performing legal interpretation or HR decision-making.

• Participate in and support global and regional administrative initiatives and projects, serving as a coordination point among HR, Legal, Finance, branch offices, and overseas headquarters and related overseas group companies and agents.

• Act as the primary administrative contact for insurance-related matters, including coordination with insurance brokers and internal insurance-processing stakeholders, and facilitation of cargo insurance claim processes in collaboration with branch offices and Accounting.

• Manage company-owned vehicles and fleet administration, including insurance coordination and communication with relevant vendors and service providers.

• Provide administrative and logistical support to expatriate employees from Japan, including onboarding-related assistance, preparation of U.S.-side information required for immigration and visa application processes coordinated by Japan-based administrative teams and external specialists, support for their working environment in the United States, and assistance with U.S.-side administrative arrangements upon repatriation, as needed.

• Coordinate with branch offices to promote consistent application of administrative policies and procedures across the organization.

• Actively listen to and effectively communicate with co-workers and business partners on administrative matters to support efficient operations.

• Comply at all times with NNR USA standards and regulations to encourage safe and efficient business operations.

• Attend meetings/training as required by management.

• Perform other duties as requested by management.

Competencies

• CONTRIBUTES TO TEAM SUCCESS - Actively participates as a member of a team to move the team toward the completion of goals and support growth.

• INITIATES ACTION – Demonstrates ability to take prompt action to accomplish objectives; takes action to achieve goals beyond what is required; being proactive.

• QUALITY ORIENTATION – Demonstrates ability to accomplish tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks; being watchful over a period of time.

• SAFETY AWARENESS – Demonstrates ability to identify and correct conditions that affect employee safety, upholding safety standards.

• WORK STANDARDS - Sets high standards of performance for self and others; assumes responsibility and accountability for successfully completing

QUALIFICATION STANDARDS

Education & Experience:

• Bachelor’s degree or equivalent practical experience in Business Administration or a related field.

• Experience in corporate administration, office management, or a similar administrative role.

• Strong coordination and communication skills, particularly in cross-functional and multinational environments.

• Demonstrated experience coordinating with external vendors and service providers.

• Proficiency in Microsoft Office applications.

• Proven practical understanding of U.S. workplace practices, administrative processes, and common business norms necessary to support employees and operations within the United States.

• Ability to manage multiple deadlines and priorities independently.

Physical requirements:

• Flexible and long hours sometimes required.

• Light/Medium work - Exerting up to 25 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

• Overnight travel may be required.