Administrative Assistant

Work Style
Hybrid work arrangement (remote with approximately 2 days per week on-site)

Employment Type
Part-time, 1 year contract

Work Schedule
Up to 20 hours per week
Flexible schedule, coordinated based on business needs

Overview
We are seeking a part-time Administrative Assistant (U.S. Office) to provide general administrative, accounting coordination, and operational support for our U.S. business activities. The role involves frequent communication with our Japan-based parent company, as well as coordination related to expense reimbursements, and routine payment processing.
Japanese language skills are required.
This position is well suited for someone who is detail-oriented, dependable, and comfortable handling a wide range of administrative responsibilities in a small and growing organization.

Main Responsibilities
1 Administrative and Office Support (Primary Responsibilities)

• Provide day-to-day administrative and office support for U.S. operations
• Organize, maintain, and prepare documents, summaries, and internal records
• Prepare presentation materials, internal reference documents, and simple reports for internal stakeholders and the Japan headquarters
• Coordinate communications with internal teams, vendors, and external parties as needed

Expense Reimbursement and Internal Approval Documentation

• Review, consolidate, and organize employee expense reimbursement submissions
• Prepare internal approval and authorization documents in accordance with company policies
• Support submission and tracking of approval requests
  (Estimated workload: approximately 30–40 hours per month)

Routine Payment and Vendor Support

• Prepare internal approval documents related to routine and recurring expenses
• Assist with payment schedule tracking and administrative follow-up
• Coordinate basic communication and scheduling with external vendors as needed
  (Estimated workload: approximately 10 hours per month)

Management and General Affairs Support (As Needed)

• Organize and maintain payment- and contract-related documents and files
• Support administrative communication and coordination with the Japan-based parent company
• Assist with general administration and back-office support for the U.S. subsidiary as needed

2 Real Estate–Related Support

• Assist with preliminary research and data organization related to new and existing real estate investments
• Collect and organize basic market information and reference materials under instruction
• Support preparation of internal materials for review (no independent analysis or decision-making responsibility)

Required Qualifications

• Authorized to work in the United States without visa sponsorship
• Ability to communicate clearly in Japanese in a business setting
• Basic Excel and general office software skills
• Reliable, flexible, and comfortable working independently in a part-time role

Preferred Qualifications

• Administrative or office support experience is a plus, but not required
• Experience in real estate or a related industry (not required)
• Experience working with Japanese or multinational companies