Job Details

Administrative Coordinator

A global trading and industrial machinery company is seeking a highly organized and detail-oriented Administrative Coordinator to support our Houston office. This position plays a key role in ensuring smooth daily office operations while providing administrative and logistics support to our active sales teams. The ideal candidate is proactive, customer-oriented, and comfortable working in a multicultural environment.

Essential Duties:

• Provide extensive administrative and secretarial support to the Japanese Office Manager and Local Sales Manager.
• Prepare and manage crucial business documents, including quotations, purchase orders, invoices, and sales contracts.
• Coordinate domestic and international shipments, communicating closely with freight forwarders and logistics providers.
• Facilitate smooth communication between customers, suppliers, and the global headquarters in Japan.
• Assist with critical import/export documentation and complex logistics coordination.
• Maintain accurate sales records, filing systems, and updated office documentation.
• Manage business schedules, calendar coordinates, and travel arrangements for the team.
• Process expense reports and provide essential support for basic accounting activities.
• Manage office supplies, vendor relationships, and general office facility administration.
• Answer incoming telephone calls, manage general emails, and greet visitors professionally.
• Support marketing activities, including trade shows, industrial exhibitions, and customer events.
• Perform other general administrative and operational duties as assigned by management.

Working Hours / Working Style:

• 8:30 AM – 5:30 PM (Monday – Friday) with a 60-minute lunch break.
• In-office position (No remote work available).

Working Location:

• Houston, Texas

Salary / Benefit:

• $60K - $72K annually (Depending on experience)
• Health, Dental, Vision, and Life Insurance.
• 401(k) Matching and Retirement Plan.
• Paid Time Off (PTO).
• Transportation benefit.

Holidays:

• Weekends (Saturday and Sunday) and national/company holidays.

Qualifications:

• Language: Business-level fluency in both English and Japanese is REQUIRED (capable of smooth communication with HQ in Japan).
• Experience: 5+ years of administrative or office support experience.
• Education: Associate's or Bachelor's degree preferred.
• Skills: Excellent organizational, multitasking, and strong written/verbal communication skills.
• PC Skills: High proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint). Experience with ERP or CRM systems is a plus.
• Mindset: Highly detail-oriented with strong problem-solving skills, and the ability to work independently.
• Preferred: Experience working in manufacturing, industrial equipment, engineering, or trading companies. Experience with international business, logistics, or import/export documentation is highly preferred.