SUMMARY OBJECTIVE OF THE JOB:
The Administrative Coordinator provides essential administrative, clerical, and logistical support across two business functions: Global Mobility and Treasury. Operating under the direct guidance of the Global Mobility Manager, this role executes routine, template-driven tasks throughout the expatriate lifecycle (including document collection, tracking, and vendor scheduling). For Global Mobility activities, the Global Mobility Manager establishes operational priorities, coordinates workflow-related administrative assignments, and supervises day-to-day performance to ensure assigned work is completed accurately, efficiently, and in a timely manner. Treasury-related work assignments and execution oversight are provided by the Treasurer.
JOB DUTIES AND RESPONSIBILITIES:
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Global Mobility Coordination & Administration (Primary Function - ~60%)
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Expatriate Lifecycle Support: Assist with the logistics of onboarding, relocation, assignment adjustments, and repatriation for incoming and outgoing expatriate employees.
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Immigration & Records Tracking: Collect, file, and organize sensitive immigration paperwork (e.g., visas, passport copies, government notices); update and monitor critical expiration deadlines using internal tracking sheets and tools.
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Data Entry & Basic Reporting: Maintain accurate physical and digital employee profiles; compile basic data reports and lists under the direction of the Global Mobility Manager.
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Vendor Liaison Support: Assist with scheduling appointments and forwarding required documentation to third-party relocation and shipping vendors; track delivery of key services (e.g., temporary housing, household goods).
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Employee Communications: Send pre-approved template notifications, timelines, and transactional reminders to foreign nationals regarding required documentation.
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Administrative Support for Treasury (Secondary Function - ~30%)
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Calendar & Meeting Coordination: Schedule meetings and manage the Treasurer’s professional calendar, coordinating internal requests and timing with external banking representatives.
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Logistics & Reception: Coordinate meeting rooms, submit visitor registration requests, and greet visiting representatives from external financial institutions.
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Expense & Invoice Processing: Assist with routing incoming department invoices for approval, archiving receipts, and entering basic expense logs.
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Discretion: Maintain strict confidentiality regarding sensitive financial data, corporate records, and internal banking communications.
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General Office & Unit Support (Tertiary Function ~10%)
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Mail & Logistics: Receive, sort, and distribute mail and physical packages for the Global Mobility and Treasury departments.
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Supply Ordering: Monitor office supply inventory for the immediate team and place orders as needed.
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Ad-Hoc Tasks: Provide flexible administrative support on minor projects as assigned by the Global Mobility Manager or Corporate Treasurer.
JOB QUALIFICATION REQUIREMENTS/COMPETENCIES:
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Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration, International Relations, or a related field preferred.
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Experience: 1–3 years of corporate administrative assistant, executive coordination, or foundational HR/Immigration support experience.
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Language Skills: Full professional fluency in English is required. Conversational to professional proficiency in Japanese (reading, writing, speaking) is highly desirable due to frequent interaction with Japanese expatriates and corporate documentation.
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Software Proficiency: Proficient with Microsoft Office Suite (advanced Outlook, structured Excel data tracking, Word) and Google Workspace. Prior experience navigating workflow databases is a plus.
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Core Competencies:
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Attention to Detail: Highly methodical when processing legal, personal identity, and sensitive corporate financial documentation.
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Confidentiality: Proven experience handling Data Privacy regulations (PII) and maintaining executive-level discretion.
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Communication: Highly professional, polite, and adaptable communication style suited for international corporate cultures.
SUPERVISORY REQUIREMENTS:
- No Supervisory qualifications are required for this position.
PHYSICAL REQUIREMENTS:
- A normal amount of sitting and standing, average mobility to move around an office, and ability to conduct a normal amount of work on a computer.
SALARY
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At NMB, the pay band for this role is between $27.82/h and $41.73/h, and your base pay will depend on your skills, qualifications, experience, and location. The base pay is a part of our total compensation package and is determined within a range of the pay band process. This offers you the opportunity to progress as you continue to grow and develop your career at NMB.
BENEFITS
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401(K)
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Safe Harbor
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Medical Insurance
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Dental Insurance
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Vision Insurance
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Life Insurance & AD&D
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Healthcare & Dependent Care Spending Accounts
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Short-Term Disability
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Long-Term Disability
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Employee Assistance Program
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Sick Leave Benefits
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Paid Vacation
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Paid Holidays
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Tuition Reimbursement
WORK AUTHORIZATION (REQUIRED)
Applicants must be legally authorized to work for any employer in the United States. Verification of employment eligibility will be required at the time of hire. Visa sponsorship is not available for this position.
DISCLAIMER:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee from time to time.
The job description doesn't constitute a contract of employment and the company may exercise its employment-at-will rights at any time.
The above lists all of the essential functions, education, knowledge, skills and abilities required for this job. These are the minimum requirements; employees must also demonstrate good interpersonal skills, proper attitude and professionalism, acceptable attendance and work behaviors – at a minimum.
