What are the responsibilities and job description for the Administrative Coordinator position at Pacifica Continental?
TITLE: Administrative Coordinator
DEPARTMENTS: Corporate Planning and NY Legal & Compliance Department (“NYLCD”)
LOCATION: New York
SUMMARY OF POSITION:
This position is responsible for providing secretarial and administrative support primarily to the executive officers (Chief Finance Officer, Chief Administrative Officer, and/or, as time permits, Senior General Manager for business divisions). In addition, this position will provide administrative support to NYLCD. Fluency in Japanese: speak/read/write.
ESSENTIAL FUNCTIONS:
- Provide advanced, bilingual secretarial support by maintaining schedules, making appointments, making travel and entertainment arrangements, processing expenses and coordinating guests’ registrations and communicate schedule to all parties involved.
- Prepare or complete various reports, presentations, surveys and correspondences of a moderately complex and confidential nature.
- Answer and screen telephone calls, handle inquires, take messages and route calls to the appropriate persons and respond to requests for information.
- Issue invoices, process account payables/account receivables/allocations/amortization and vendor code applications for the NYLCD.
- Monitor and check the miscellaneous ledger and investigate entries as needed.
- Assist in coordinating board/executive/management meetings by checking participating board members/executives’ schedule, arranging refreshments for the meeting, organizing business dinner and reception, booking hotels and limo/car services for participants, and preparing meeting documents.
- Fill in to support Executive Assistant’s tasks during her absence.
- Assist NYLCD to capture and report data on the volume of work assigned to NYLCD using internal tools or external resources.
- Order and maintain office supplies, maintain files, answer routine correspondence and respond to requests for information.
- Contributes to team efforts by accomplishing related results as needed.
EDUCATION, EXPERIENCE AND SKILLS REQUIRED:
- Strong verbal and written communication skills, plus ability to interact with all levels of management in a fast-paced environment.
- Fluency in Japanese: speak/read/write.
- Proficient in SAP, Concur, Microsoft Office (e.g., Microsoft Word, Microsoft Excel, and Microsoft PowerPoint).
- Demonstrate a cooperative attitude, interpersonal and communication skills with clients and coworkers.
- Demonstrate flexibility and the ability to work as a member of a team. Good decision-making and problem-solving skills.
- Good analytical skills with attention to detail and accuracy required. Ability to work on multiple projects simultaneously required.