Sales Assistant + Office Admin

Real Estate-Related Duties:

• Schedule and coordinate appointments with various contractors, and manage their visits to the office.
• Communicate maintenance schedules and repair requests to property manager.
• Address and manage responses to irregular situations, such as alarm incidents.
• Process and verify payments for maintenance and repair costs, ensuring headquarters' approval.
• Handle tax return payments and follow-up actions, in accordance with headquarters' instructions.
• Arrange payments and manage financial documentation.
• Prepare and communicate monthly financial statements and bank statements to headquarters.

Production Management Assistant Duties:

• Prepare and process shipping documents, and coordinate shipment arrangements.
• Send out samples and manage the dispatch of fabric swatches.
• Assist in proposing samples to clients and accompany the sales team to meetings regarding production requests.
• Review and translate specifications from clients and factories as needed (Japanese/English).
• Order accessories and fabrics, and arrange fabric inspections when necessary.
• Communicate with factories to facilitate production processes.
• Request payment from clients for issued invoices.

Buying Assistant Duties:

• Collaborate with Japanese buyers at trade shows and other events to source and purchase products.
• Place and manage orders with vendors.
• Coordinate the collection, inspection, and shipping of goods to meet deadlines.
• Prepare shipping documents and manage outbound shipments.
• Maintain communication with vendors, headquarters, and customers.
• Identify new brands and propose them to the Japanese market.
• Attend customer exhibitions and showrooms as needed.

Miscellaneous Assistant Duties:

• Create and support the preparation of Monthly Reports for headquarters.
• Attend market research activities as needed (though these are rare occurrences).

General Administrative Duties:

• Receive and manage incoming shipments and packages.
• Arrange the dispatch of samples and documents.
• Replenish office supplies (e.g., copy machine paper, ink cartridges, UPS/DHL envelopes) and handle procurement of office supplies.
• Refill coffee machine water and serve coffee to clients.
• Move vehicles during monthly company parking lot cleaning.