Admin Assistant (Jap Speaking)

We are seeking a proactive and organized Japanese-Speaking Administrative Assistant to support the HR Manager in day-to-day administrative and human resource activities. The successful candidate will assist with recruitment coordination, employee documentation, visa applications, office administration, and general affairs while serving as a communication bridge with Japanese-speaking stakeholders.

This role requires strong organizational skills, attention to detail, and the ability to manage multiple administrative tasks in a fast-paced environment.

• Assist the HR Manager with daily administrative and HR-related activities.
• Maintain and update employee records, personnel files, and HR databases.
• Prepare, organize, and file employment-related documentation.
• Support onboarding and offboarding processes for employees.
• Coordinate employee communications and administrative announcements.
• Ensure proper filing and retention of HR and company documents.
• Prepare and post job advertisements on recruitment platforms and social media channels.
• Screen applications and coordinate interview schedules.
• Arrange interviews between candidates and hiring managers.
• Communicate with candidates regarding interview arrangements and recruitment updates.
• Maintain recruitment records and candidate databases.
• Support recruitment events and other talent acquisition initiatives as required.
• Coordinate and prepare visa applications, work permits, business travel documentation, and supporting paperwork.
• Liaise with overseas offices, employees, government agencies, and external service providers regarding visa matters.
• Track visa validity and renewal requirements to ensure compliance.
• Maintain accurate immigration and travel records.
• any other tasks assigned by Management

• Manage office supplies, stationery, pantry items, and other administrative purchases.
• Coordinate office maintenance, courier services, and vendor communications.
• Assist in organizing company meetings, events, and employee activities.
• Maintain office records, licenses, and administrative documentation.
• Support travel arrangements, accommodation bookings, and logistics coordination when required.
• Handle general office inquiries and administrative requests.

• Communicate effectively with Japanese-speaking colleagues, management, and external parties.
• Assist with translation and interpretation of business correspondence, documents, and meetings when required.
• Support coordination between local teams and Japanese stakeholders.

• Proficiency in Japanese (business communication level) and English, both written and spoken.
• Strong organizational and multitasking skills.
• Excellent attention to detail and document management capabilities.
• Good interpersonal and communication skills.
• Ability to handle confidential information with professionalism.
• Proficiency in Microsoft Office applications (Excel, Word, PowerPoint, Outlook).
• Positive attitude, strong sense of responsibility, and willingness to support various administrative functions.

• Diploma or Human Resources, Languages, or a related field.
• Minimum 2–3 years of experience in administration or office management.
• Experience handling recruitment coordination and visa applications is preferred.
• Experience working in a Japanese or multinational company is an advantage.