Administrative Coordinator, Global Mobility & Treasury

SUMMARY OBJECTIVE OF THE JOB:

The Administrative Coordinator provides essential administrative, clerical, and logistical support across two business functions: Global Mobility and Treasury. Operating under the direct guidance of the Global Mobility Manager, this role executes routine, template-driven tasks throughout the expatriate lifecycle (including document collection, tracking, and vendor scheduling). For Global Mobility activities, the Global Mobility Manager establishes operational priorities, coordinates workflow-related administrative assignments, and supervises day-to-day performance to ensure assigned work is completed accurately, efficiently, and in a timely manner. Treasury-related work assignments and execution oversight are provided by the Treasurer.

JOB DUTIES AND RESPONSIBILITIES:

• Global Mobility Coordination & Administration (Primary Function - ~60%)
• Expatriate Lifecycle Support: Assist with the logistics of onboarding, relocation, assignment adjustments, and repatriation for incoming and outgoing expatriate employees.
• Immigration & Records Tracking: Collect, file, and organize sensitive immigration paperwork (e.g., visas, passport copies, government notices); update and monitor critical expiration deadlines using internal tracking sheets and tools.
• Data Entry & Basic Reporting: Maintain accurate physical and digital employee profiles; compile basic data reports and lists under the direction of the Global Mobility Manager.
• Vendor Liaison Support: Assist with scheduling appointments and forwarding required documentation to third-party relocation and shipping vendors; track delivery of key services (e.g., temporary housing, household goods).
• Employee Communications: Send pre-approved template notifications, timelines, and transactional reminders to foreign nationals regarding required documentation.
• Administrative Support for Treasury (Secondary Function - ~30%)
• Calendar & Meeting Coordination: Schedule meetings and manage the Treasurer’s professional calendar, coordinating internal requests and timing with external banking representatives.
• Logistics & Reception: Coordinate meeting rooms, submit visitor registration requests, and greet visiting representatives from external financial institutions.
• Expense & Invoice Processing: Assist with routing incoming department invoices for approval, archiving receipts, and entering basic expense logs.
• Discretion: Maintain strict confidentiality regarding sensitive financial data, corporate records, and internal banking communications.
• General Office & Unit Support (Tertiary Function ~10%)
• Mail & Logistics: Receive, sort, and distribute mail and physical packages for the Global Mobility and Treasury departments.
• Supply Ordering: Monitor office supply inventory for the immediate team and place orders as needed.
• Ad-Hoc Tasks: Provide flexible administrative support on minor projects as assigned by the Global Mobility Manager or Corporate Treasurer.

JOB QUALIFICATION REQUIREMENTS/COMPETENCIES:

•  Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration, International Relations, or a related field preferred.
• Experience: 1–3 years of corporate administrative assistant, executive coordination, or foundational HR/Immigration support experience.
• Language Skills: Full professional fluency in English is required. Conversational to professional proficiency in Japanese (reading, writing, speaking) is highly desirable due to frequent interaction with Japanese expatriates and corporate documentation.
• Software Proficiency: Proficient with Microsoft Office Suite (advanced Outlook, structured Excel data tracking, Word) and Google Workspace. Prior experience navigating workflow databases is a plus.
• Core Competencies:
• Attention to Detail: Highly methodical when processing legal, personal identity, and sensitive corporate financial documentation.
• Confidentiality: Proven experience handling Data Privacy regulations (PII) and maintaining executive-level discretion.
• Communication: Highly professional, polite, and adaptable communication style suited for international corporate cultures.

SUPERVISORY REQUIREMENTS:

• No Supervisory qualifications are required for this position.

PHYSICAL REQUIREMENTS:

• A normal amount of sitting and standing, average mobility to move around an office, and ability to con