What are the responsibilities and job description for the Administration & Operations Specialist - Japanese bilingual position at Pasona N A, Inc.?
Administration & Operations Specialist
Location: New York, NY
Annual Salary: $60,000–$75,000 (DOE)
Position Overview
Location: New York, NY
Annual Salary: $60,000–$75,000 (DOE)
Position Overview
- The company is seeking a highly organized, detail-oriented, and trustworthy Administration & Operations Specialist to support day-to-day administrative and operational functions.
- This is a broad-based administrative role covering payroll, HR and benefits administration, contract administration, regulatory and corporate filings, customer account administration, expatriate/trainee support, and general office operations.
- The ideal candidate is someone who takes ownership of responsibilities, manages multiple deadlines effectively, independently prioritizes tasks, and follows through without requiring constant supervision.
- The position requires strong teamwork and communication skills, as the individual will work closely with employees across the organization and various outside service providers.
- Because this role handles sensitive payroll, employee, tax, customer, and corporate information, integrity, discretion, and the ability to maintain strict confidentiality are essential.
- Payroll Administration
- Support payroll processing, gross-up calculations, employee reimbursements, payroll tax filings, and related recordkeeping.
- HR Administration
- Maintain confidential employee records, PTO/Sick Day records, required notices and reports.
- Support employee onboarding and offboarding.
- Employee Benefits
- Administer medical insurance and 401(k) records.
- Coordinate required filings and annual processes with outside service providers.
- Contract Administration
- Prepare and administratively review contracts for accuracy and completeness.
- Coordinate execution and filing, track deadlines, and process early terminations.
- This position does not perform legal review or legal interpretation.
- Regulatory & Corporate Administration
- Coordinate state and business registrations, annual filings, licensing-related administrative matters, and maintenance of required corporate records.
- Customer Account Administration
- Maintain customer balance records.
- Track outstanding amounts and late fees and coordinate follow-up as necessary.
- Expatriate & Trainee Support
- Assist with housing, lease renewals, tenant insurance, relocation arrangements, and related administrative matters.
- General Administration
- Coordinate business travel.
- Maintain office and kitchen supplies.
- Order business cards.
- Provide other administrative support as needed.
- Annual salary: $60,000–$75,000 (DOE)
- 100% employer-paid medical insurance for employees, including coverage for eligible dependent children.
- 100% employer-paid commuting expenses.
- 401(k) plan with company safe-harbor matching contributions.
- Paid Time Off (PTO) and Sick Leave.
- Other company-sponsored benefits, as applicable.
- Bachelor’s degree or equivalent relevant work experience preferred.
- Prior experience in administration, operations, payroll, HR administration, accounting support, or a related field preferred.
- Strong organizational skills with the ability to manage multiple tasks and deadlines.
- Strong attention to detail and comfort working with numbers and documentation.
- Ability to independently prioritize work and follow through on responsibilities.
- Strong interpersonal and communication skills with a collaborative, team-oriented approach.
- High level of integrity, discretion, and professionalism when handling confidential information.
- Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
- Experience with payroll, employee benefits, contracts, business registrations, or regulatory filings is a plus, but expertise in all areas is not required.
- Reliable, organized, proactive, and trustworthy.
- Able to keep track of multiple deadlines, determine priorities independently, and ensure responsibilities are completed accurately and on time.
- Works well with others, communicates proactively, and contributes to a cooperative and respectful work environment.
- Understands the importance of confidentiality and can be trusted with sensitive employee, payroll, and company information.
- Expertise in every area listed above is not required.
- Willing to learn, able to take ownership of responsibilities, and committed to supporting the team.
Salary : $60,000 - $75,000