Global Mobility Administrator - Santa Clara

Job Summary:

The Global Mobility Administrator is responsible for managing end-to-end expatriate administration, including visa processing, payroll coordination, housing and transportation support, tax compliance assistance, and relocation logistics. This role acts as a key partner between expatriates, finance, payroll, and vendors to ensure compliance, accuracy, and a smooth employee experience throughout the assignment lifecycle. Salary Range: $70,000 - $100,000. This is a temp to hire position (approx. 30 hours/week). Fluency in both English and Japanese is required for this role.

Essential Job Duties & Responsibilities:

Immigration & Compliance

• Manage new visa applications, renewals, and status changes for expatriate employees.
• Track and manage visa expiration dates and update records in the SEJ system.
• Maintain expatriate compliance with immigration, labor, and company requirements.
• Maintain emergency contact information for expatriates.

Payroll & Compensation

• Collect and manage employee work time data, ensuring accurate input into required forms and systems.
• Perform bi-weekly payroll calculations and coordinate closely with SCREEN Payroll Division.
• Manage settlement of salary and bonuses with SCREEN Japan.
• Support payroll reconciliation and resolve discrepancies as needed.

Tax & Financial Administration

• Coordinate personal tax declarations with KPMG.
• Collect and organize required data for tax returns.
• Support expatriates with tax-related documentation and timelines.

Relocation, Travel Logistics

• Arrange flight bookings for temporary return leave.
• Coordinate hotel, rental car, and limousine arrangements for new expatriates and executive-level business travelers.
• Support onboarding and information delivery for newly assigned expatriates.

Housing & Transportation

• Oversee company housing management, including:
  • Payment instructions
  • Contract review and approval
  • Lease renewals, cancellations, and deposit collection
  • Ongoing follow-ups with vendors and landlords
• Manage company-owned vehicle administration, including:
  • New vehicle arrangements
  • Renewals and cancellations
  • Pre- and post-introduction support

Communication with SCREEN - Japan

• Track and follow up on expatriate health checkups.
• Coordinate and manage global surveys and trainings (Heats, SVA, etc.).
• Manage arrangements related to signing (contracts, assignment documents, etc.).
• Specific projects as assigned.

Job Requirements:

• Knowledge of visa processes, payroll coordination, and relocation practices.
• Strong organizational skills and attention to details.
• Ability to manage multiple priorities and handle confidential information.
• Strong communication skills (fluent in both English and Japanese).

Education & Experience:

• Bachelor’s Degree in Business Administration, Accounting, Human Resources or a related field preferred.
• Five years of experience in global mobility, accounting, general administration, or expatriate support preferred.
• Proficiency in Microsoft Office; experience with HR or payroll systems ideal

Salary : $70,000 - $100,000