What are the responsibilities and job description for the Executive Assistant & Operations Coordinator position at Shin En Wagyu House?
**About Us**
Shin En Wagyu is a Florida-based importer and wholesale distributor of premium Japanese A5 Wagyu, Australian Wagyu, and Black Angus beef. Since 2022, we've sourced directly from trusted farms in Japan and Australia, bringing the highest-quality beef to top restaurants and retailers across the U.S.
Responsibilities
- Provide direct administrative support to the CEO, managing schedules and daily priorities
- Coordinate and track cross-departmental projects to ensure timely completion
- Manage inventory and order processing using Odoo (or similar ERP system)
- Maintain and update the CRM system, tracking client interactions and follow-ups
- Develop and refine internal SOPs (Standard Operating Procedures) to improve team efficiency
- Leverage AI tools to streamline daily operations and increase productivity
- Identify opportunities for operational improvement and propose actionable solutions
- Participate in strategic planning discussions with the CEO and help track key company goals (OKRs/KPIs)
- Prepare materials for leadership meetings, including market and competitor analysis summaries
- Assist with budget management, expense review, and vendor payment processes
- Track cash flow and accounts receivable/payable, providing regular financial summaries to the CEO
- Help coordinate communication, order confirmations, and logistics timelines with overseas suppliers in Japan and Australia
- Support import/customs documentation and compliance processes
- Assist with recruiting (resume screening, interview scheduling) and new hire onboarding
- Help manage relationships with external contractors/consultants (accountants, attorneys, etc.)
- Build and maintain operational dashboards to track key metrics (inventory, orders, sales performance)
- Some travel required (e.g. supplier visits, industry events, or occasional site visits)
- [Other duties as needed, e.g. meeting coordination, document management]
Qualifications
- Bachelor's degree or equivalent practical experience
- 4 years of experience as an Executive Assistant, Operations Manager, or similar high-level support role (small business or import/wholesale experience a plus)
- Experience with Odoo or similar ERP system for inventory management and order processing
- Hands-on experience with CRM systems
- Basic understanding of budgeting, expense tracking, or financial reporting
- Comfortable using AI tools (e.g. ChatGPT, Claude) to streamline daily work, or eager to learn
- Highly organized, detail-oriented, able to juggle multiple priorities in a fast-paced environment
- Trustworthy and discreet when handling confidential business and financial information
- Willingness to travel occasionally (e.g. supplier visits, industry events)
- Fluent English required; Mandarin or Japanese a plus for coordinating with overseas suppliers
**Nice to Have**
- Experience in a startup or fast-paced environment
- Basic data analysis or process optimization experience
Pay: $78,000.00 - $85,000.00 per year
Work Location: In person
Salary : $78,000 - $85,000