Application Guidelines

1. Position Purpose

The General Administration Staff member will provide broad administrative and operational support to Delairco Japan KK.

The position will support management, engineering, sales and project activities by day-to-day administration, purchasing, documentation, travel, logistics, personnel administration and routine managing financial administration.

The role is suited to a practical and organized person who is comfortable handling a variety of responsibilities in a small company environment. Some bookkeeping and accounting knowledge is required, but the position is not primarily an accounting role .

2. Main Responsibilities

General Administration

• Manage day-to-day office administration and general affairs.
• Handle incoming and outgoing correspondence, emails and telephone calls.
• Prepare letters, forms, reports and other administrative documents.
• Maintain electronic and physical company records.
• Manage office supplies, equipment and general office requirements.
• Coordinate office services, maintenance and external service providers.
• Assist management with meetings, scheduling and general administrative matters.
• Provide administrative support to other members of the company as required.

Bookkeeping and Financial Administration

• Prepare and issue customer invoices.
• Process supplier invoices and payment documentation.
• Maintain records of accounts receivable and accounts payable.
• Record and maintain company expenses and employee expense claims.

Purchasing and Supplier Administration

• Obtain quotations and assist with purchasing activities.
• Prepare purchase orders and purchasing documentation.
• Communicate with suppliers regarding prices, availability and delivery.
• Maintain sail records.
• Follow up outstanding orders and deliveries.
• Coordinate receipt and delivery of goods.

Project and Engineering Administration

• Provide administrative support to engineering and project teams.
• Assist with preparation and maintenance of project documentation.
• Assist with quotations, orders, correspondence and project administration.
• Assist with procurement and logistics for projects.
• Maintain records of company equipment and assets.

Import/Export and Shipping

• Assist with domestic and international shipping arrangements.
• Prepare and maintain shipping and commercial documentation.
• Coordinate with freight forwarders, customs brokers and logistics companies.
• Track shipments and communicate delivery status.
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