Location: Midtown Manhattan, New York, NY
Salary: $55,000–$70,000
Language: Japanese & English required
Hiring: Urgent / ASAP
Essential Job Duties
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Prepare accurate quotations and complete cost summary sheets by coordinating closely with engineers, sales representatives, carriers, suppliers, subcontractors, and other parties involved in sales orders.
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Draft and prepare Master Service Agreements, distribute agreements to customers and relevant parties, and maintain organized records within the company’s internal filing system.
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Review order documentation, including order sheets and cost sheets, received from sales representatives to ensure all required information and supporting documents are complete.
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Place orders and check delivery dates for items that need to be purchased.
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Create invoice data for orders where the service has started or delivery is complete.
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Enter sales orders into internal order systems (Account Database and Customer Database) and update and maintain these databases.
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Prepare purchase request forms based on approved cost summary sheets.
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Control orders and coordinate product shipments to ensure on-time delivery.
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Place purchase orders for licenses, software solutions, and other products from vendors.
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Place orders with service providers, suppliers, and subcontractors.
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Communicate with carriers, equipment vendors, and data center providers to obtain necessary quotes, place orders, and coordinate timely completion.
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Monitor and track order status and progress by maintaining close communication with sales representatives, engineers, suppliers, and other stakeholders.
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Regularly update and share ongoing order and service activation status with customers, vendors, engineers, the sales department, and other internal staff members.
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Enter sales order information and invoice data into internal systems and modify invoice forms as required.
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Compile monthly sales reports based on customer invoices and maintain accurate and up-to-date sales records.
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Manage incoming and outgoing mail, packages, and deliveries.
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Request, process, and issue Certificates of Insurance (COIs) for incoming and outgoing requirements.
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Coordinate product fulfillment, process product return requests, and review and handle vendor invoices related to product purchases.
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Enter and update asset information in the company’s asset management systems, including FAS and HRTM, and maintain accurate asset-related records and lists.
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Provide backup support for team members and assume additional responsibilities as needed to ensure continuity of operations during staff absences.
Required Skills & Abilities
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Intermediate to advanced proficiency in Microsoft Excel, including the ability to work with spreadsheets, formulas, and data accurately.
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Strong mathematical skills with a high level of attention to detail.
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Professional customer service skills.
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Strong verbal and written communication skills in English and Japanese.
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Strong organizational and time-management skills, with the ability to prioritize tasks effectively and meet deadlines.
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Ability to work collaboratively in a team-oriented environment.
Preferred Qualifications
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Previous experience in office administration, order and purchase coordination, data entry, or a related administrative role is preferred.
