Administrative Administrator (Japanese-Speaking)

Job Summary:

We are looking for a detail-oriented and organised Japanese-Speaking Administrative Administrator to provide administrative and documentation support, particularly in coordinating and submitting documents to the Company's Japan Headquarters (HQ).

The successful candidate will be responsible for ensuring that required documents, reports and administrative information are properly prepared, checked, translated where necessary, and submitted to HQ accurately and within the required timelines.

This role requires good Japanese language communication skills, strong attention to detail, good document management skills and the ability to coordinate effectively between the Singapore office and Japanese HQ.

Key Responsibilities:

• Communicate with Japan HQ in Japanese and English, particularly on administrative and documentation matters.
• Translation of routine documents, emails, forms and instructions between Japanese and English.
• Review documents to ensure that information is accurately conveyed between the Singapore office and HQ.
• Provide general administrative support to management and the office.
• Prepare letters, reports, forms, presentations, meeting materials and other administrative documents.
• Maintain accurate records, databases and filing systems.
• Assist with scheduling meetings, preparing meeting documents and taking minutes where required.
• Coordinate internal administrative matters and follow up with relevant stakeholders.
• Handle routine correspondence and administrative enquiries.
• Maintain proper control and versioning of documents submitted to HQ.
• Assist with ad-hoc projects and assignments from management or HQ.
• Perform other reasonable administrative duties as assigned.

Education & Experience:

• Diploma or equivalent qualification in Business Administration, Management, or a related discipline.
• Minimum 2–3 years of administrative or coordination experience preferred.
• Experience working with a Japanese construction company or Japanese HQ will be an advantage.
• Experience in document control, reporting or corporate administration is preferred.
• Good spoken and written Japanese is required to communicate effectively with Japan HQ.
• Good command of English, both written and spoken.
• Ability to read and understand Japanese business correspondence and documentation is preferred.
• Proficient in Microsoft Office, particularly Word, Excel and PowerPoint.