Office Administrator – Japanese / English Bilingual

Location: Downtown Chicago, IL

Work Arrangement: Full-Time, Onsite (5 days per week)

Salary: $50,000–$60,000 annually, depending on experience

Employment Classification: Exempt

Benefits: Medical, Dental, Vision, Life Insurance, Short-Term Disability, 401(k) with company matching, Paid Holidays, Paid Leave, Sick Leave, and Pre-Tax Commuter Benefits.

Position Summary

An international office furniture company is seeking a Japanese / English Bilingual Office Administrator to support its downtown Chicago office.

This position offers a diverse range of responsibilities, including office administration, basic accounting and bookkeeping, sales coordination, HR support, and general office operations.

The ideal candidate is organized, detail-oriented, adaptable, and comfortable handling multiple responsibilities in a small, multicultural office environment. This role involves regular communication with U.S. colleagues and overseas headquarters.

Key Responsibilities

Office Administration & General Operations

• Support daily office operations and assist the Operations Manager with administrative activities.
• Maintain organized records, files, and office documentation.
• Respond to phone and email inquiries and welcome visitors to the showroom.
• Coordinate office equipment purchases, maintenance, and basic IT support.
• Assist with HR-related administrative tasks and general affairs.
• Maintain a clean, organized, and professional office and showroom environment.

Accounting & Bookkeeping Support

• Assist with bookkeeping and routine accounting activities.
• Support accounts payable and accounts receivable processes.
• Track payment status and maintain accurate financial records.

Sales Coordination & Customer Support

• Provide administrative support for distributor and retailer sales activities.
• Assist with internal order processing and sales coordination.
• Support marketing-related sales activities and showroom operations.
• Coordinate with internal teams to ensure smooth communication and daily operations.
• Assist with preparations and operations for industry trade shows, including NeoCon.

Communication & Team Support

• Communicate with U.S. teams and overseas headquarters in Japanese and English.
• Collaborate with colleagues across departments in a multicultural environment.
• Identify opportunities to improve operational efficiency and reduce costs.
• Provide additional administrative and operational support as needed.
• Travel occasionally based on business needs.

Qualifications

Required

• Minimum 1 year of office administrative experience in a corporate environment.
• Business-level proficiency in both Japanese and English.
• Proficiency in Microsoft 365, including Outlook, Word, Excel, and PowerPoint.
• Experience using Google Workspace, including Google Docs, Sheets, and Forms.
• Strong organizational, communication, and multitasking skills.
• Ability to work independently and collaboratively in a small office environment.
• Adaptability, attention to detail, and a proactive approach to daily responsibilities.

Preferred

• Experience with QuickBooks.
• Experience with Salesforce.
• Familiarity with bookkeeping, accounts payable/receivable, or sales administration.
• Experience working in a multicultural or international business environment.

Reporting Structure

This position reports to the General Manager and Operations Manager.