Job: Office Coordinator/ Office Administrator – Quick USA (Glen Allen, VA, USA)
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Position: Office Coordinator/ Office Administrator
Posted by: Consulate General of Japan in New York
Location: Glen Allen, VA, USA
Contract: Full-Time
Thanks to Carlos Medina (Oita, 2019-2022) for passing along the following job opening.
A Japanese Construction Company is currently looking for a full time, fully onsite Office Coordinator/ Office Administrator to join their Glen Allen, VA location.
This position is for a full‐time position which has the role of developing, supporting, and expanding company’s presence in North America by collaborating with the local teams and business partners to anticipate and meet challenges.
As an Office Administrator, you will support day-to-day office functions, administrative coordination, and serve as a key internal resource for office-related operations. DOE and skills, the pay range for this position would be around the 45k-50k mark.
Your essential duties would be as follows:
I. Accounting, Finance & Tax Compliance
• Manage day-to-day accounting operations, including journal entries, general ledger maintenance, and account reconciliation
• Prepare and submit monthly, quarterly, and annual financial statements
• Oversee accounts payable and receivable, expense reports, cash disbursements, and bank reconciliations
• Support budgeting and forecasting processes, monitor variances and provide analysis
• Assist with internal controls implementation and process improvements
• Coordinate with external CPA firms and tax advisors for timely and accurate tax filings
• Ensure compliance with federal, state, and local tax regulations (e.g., corporate tax, sales/use tax, payroll tax)
• Prepare documentation for tax audits and support audit procedures
• Collaborate with headquarters in Japan on consolidated financial reporting and intercompany transactions
• Maintain accurate records and documentation of financial activities
II. Office Management & Administration
• Manage office operations including supplies, vendor coordination, mail handling, and facility services
• Greet and assist visitors, answer phones, and coordinate internal and external communications
• Schedule meetings, appointments, and assist in administrative planning
• Support HR functions such as onboarding documentation and employee records coordination
• Maintain cleanliness and organization of the office environment
• Track and report on administrative budgets and expenditures
• Coordinate facility maintenance and communicate with building management as needed
• Manage and track office and plant-wide supply inventory and reorder as needed
• Support the Plant Manager in maintaining a safe and compliant work environment, including participation in safety protocols and communication of safety procedures
Please consider the following qualifications:
• High level of integrity and trustworthiness, particularly in handling financial transactions and confidential information
• Strong interpersonal skills and the ability to work collaboratively across departments
• Bachelor’s degree in Accounting, Finance, Business, or related field preferred
• Proficiency in QuickBooks and Microsoft Office Suite (Excel, Word, Outlook)
• Strong attention to detail, accuracy, and analytical thinking
• Ability to manage multiple priorities and meet deadlines
• Effective verbal and written communication skills
• Experience working in a bilingual (Japanese/English) or multicultural work environment is a plus
Please send your resume to carlos@919usa.com
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