We are seeking a highly organized and proactive Admin Officer to oversee and strengthen our administrative and sales operations.
This role requires strong ownership of processes, the ability to coordinate across multiple internal and external stakeholders, and the capability to communicate effectively
The Admin Officer will manage end‑to‑end quotation activities, purchase order administration, shipment coordination, financial documentation, budgeting support, and audit preparation.
Key Responsibilities
- Manage daily administrative and sales operations to ensure smooth and efficient workflows
- Handle end-to-end quotation and purchase order processes in coordination with sales teams, vendors, and Japanese HQ
- Coordinate shipments, logistics arrangements, and delivery documentation
- Issue and verify invoices, support finance processes, and perform basic stock adjustments
- Prepare budget data, reports, and operational documentation for management
- Liaise with customers, vendors, internal teams, and Japanese stakeholders (Japanese language required)
- Support audits, compliance tasks, and maintain accurate records and inventory
Requirements
Language Skills
- Japanese proficiency JLPT N3 or above (mandatory for communication with Japan HQ).
- Written and spoken English.
Professional Skills
- 2–5 years of relevant experience in administrative, operational, or sales support roles;
- candidates with stronger experience may be considered for higher responsibility.
- Understanding of quotation, PO processing, logistics coordination, and invoicing workflows.
- Proficiency in Microsoft Office applications (Excel, Word, PowerPoint).
- Experience working with Japanese stakeholders is a plus.
