Office Operation and Administrative Associate (Bilingual English/Japanese) - Plano, TX

Job description:

Position: Bilingual (English/Japanese) Operation and Administrative Associate

Location: Plano, TX

Salary: $28-$32/Hour, Full Time, Direct Hire

Work Hours: 9 AM to 6 PM, Monday to Friday

Industry: Real Estate

Summary:

The Operations & Administration Associate provides comprehensive administrative, operational, and coordination support across office operations, internal processes, stakeholder communication, and expatriate support functions.

This role serves as a key administrative professional responsible for supporting day-to-day office operations, coordinating with internal and external stakeholders, maintaining operational documentation and records, and providing practical support for expatriate employees and their families.

The position also supports cross-functional business operations, process improvement initiatives, investor and client communications, and administrative coordination related to real estate and corporate activities.

Key Responsibilities:

1. Administrative & Office Operations

• Manage daily office administration, including file organization, correspondence, scheduling, and office supply management.
• Serve as a primary administrative point of contact for internal teams and external stakeholders, ensuring professional and timely communication.
• Provide general administrative support, including calendar coordination, document handling, and office operations support.
• Maintain and update client, property, and operational databases while ensuring data accuracy and accessibility.
• Support administrative correspondence with customers, business partners, and company personnel.
• Assist with office contract administration, including renewals, payment coordination, and vendor communication.
• Coordinate employee travel arrangements and logistics.
• Prepare meeting notes and maintain organized meeting records and minutes.

2. Document, Contract & Process Support

• Assist with the preparation, coordination, organization, and maintenance of administrative and real estate-related documents, including contracts, leases, and agreements.
• Support internal compliance, recordkeeping, and documentation management processes.
• Assist with maintaining and distributing internal policies, forms, and operational procedures related to administrative, HR, accounting, and compliance functions.
• Identify opportunities to improve administrative workflows and operational efficiency.
• Create and maintain presentations and materials for internal and external use.
• Conduct research, gather information, and organize documents to support business operations and projects.
• Provide administrative support for entity-related documentation and project records management.

3. Client, Investor & External Partner Support

• Support communication and reporting activities for domestic and international clients and investors.
• Assist with transaction-related administrative coordination, including scheduling, document tracking, and communication support.
• Provide bilingual Japanese-English communication support for clients, investors, and external partners.
• Coordinate with internal teams and service providers to support issue resolution and operational matters.

4. Expatriate & Executive Support

• Provide administrative and practical support for expatriate employees and their families, including relocation and daily living assistance.
• Support visa-related coordination, company vehicle arrangements, and other business administration procedures.
• Coordinate onboarding and ongoing administrative support for expatriate staff.
• Support visiting business travelers and guests from overseas.

5. Marketing & Communication Support

• Support marketing activities, communications, and preparation of promotional materials as needed.
• Assist with maintaining materials related to property marketing and client communications.

Qualifications & Skills:

• Experience in administrative, operations, or office management roles, preferably within real estate, financial services, or corporate environments.
• Strong organizational, documentation, and process-management skills with attention to detail and confidentiality.
• Bilingual Japanese-English communication skills and familiarity with Japanese business practices preferred.
• Ability to manage multiple priorities and coordinate effectively with internal and external stakeholders.
• Proficiency with standard business software including Excel, PowerPoint, and document management systems.

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person