Sr. Accounting and Administrative Assistant

Mitsubishi Heavy Industries America, Inc. (MHIA) is looking for a Sr. Accounting and Administrative Assistant to join our team. This is a Part-Time role based out of our Houston, TX Office.

ABOUT MITSUBISHI HEAVY INDUSTRIES AMERICA, INC. (MHIA):

For over 130 years Mitsubishi Heavy Industries (MHI) Group’s innovative and integrated solutions have demonstrated our commitment to creating a positive social impact around the globe. Our range of products and services are tailored to meet our customers’ evolving needs across the commercial aviation, energy, transportation and infrastructure, machinery, defense and space systems sectors.

Our culture embraces diversity and cooperation, and we promote a healthy balance of professional and personal development, ensuring that your ideas and expertise are valued and respected.

SCOPE:

The Sr. Accounting and Administrative Assistant provides comprehensive administrative and project accounting support to multiple divisions to ensure efficient operations. The role includes providing administrative, project and accounting support to both local and international project members, especially those on long-term business trips and Global Assignment. The position requires strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously in a fast-paced enviornment.

 

JOB RESPONSIBILITIES:

• Provide administrative and logistical support for meetings, events, travel arrangements, projects and company communications.
• Serve as an administrative liaison between the local team and the Japan headquarters, managing correspondence and responding to special requests.
• Coordinate and negotiate with office-related vendors for the purchase, lease, and maintenance of office supplies, furniture, and equipment.
• Review, code and allocate a high volume of vendor invoices to appropriate projects, ensuring timely submission and payment.
• Create and maintain documents, spreadsheets, and presentations, including organizational charts.
• Control both hard copies and electronic documents as instructed; handle mailing, copying and filing.
• Manage IT fixed assets and devices (e.g., cell phones, Wi-Fi, PCs) both in office and at construction sites.
• Provide active support for construction projects and project members from Japan, including relocation assistance, housing, transportation, IT devices, and company registration procedures.
• Arrange payments for apartments, allowances, rental cars, and other expenses from the division’s bank account, including maintaining the account and performing monthly closings.
• Provide ongoing support for project members on urgent issues and requests.
• Review and allocate monthly project costs for lump sum, time & material, percentage of completion basis.
• Support engineering and project teams across multiple divisions by tracking and allocating labor hours, material and other resource costs in SAP.
• Track the engineering teams’ project timesheets to allocate the associated cost to each project order.
• Collect all Timesheet and combine the data to prepare post time allocations by the end of the month.
• Prepare invoices to customers, update the status of payments and invoice lists, and support cash applications and accounts receivable as needed.
• Perform vendor invoice control to include processing in ESM, preparing slips in SAP, scanning related documents, handling urgent payments, and maintaining an invoice control sheet.
• Facilitate communication with third-party accounting vendor to ensure efficient invoice control.
• Handle activities for new vendor registration, per company guidelines.
• Support month-end closing activities, such as preparing transfer journal entries and assisting with accounting audits.
• Maintain company and division’s administration and internal procedures according to company policy, including reporting to headquarters (e.g., Mitsubishi logo, donation, membership).
• Support internal and IT audits as required.
• This list of responsibilities is not all-inclusive, and an employee may be required to perform other relevant duties as assigned.

 

MINIMUM REQUIRED QUALIFICATIONS & SKILLS: