The posting
- Complete administrative tasks including organization of emails and documents, import/export of data, document creation and maintenance, printing files for jobs
- Identify/understand project requirements
- Manage simple and complex projects:
o Placing jobs, setting up jobs; calculating and assigning budgets
o Identifying best vendors for the accounts, contacting vendors, negotiate deadlines, and prices
o Creating purchase orders
o Conduct final eye and project delivery upon graduation on regular, special and sample projects
o Final check of deliverables against initial instructions
o Billing: contact vendors to resolve issues such as invoice/word count discrepancies; data entry
- Create and track schedules for individual projects and departments
- Log costs, scores, and general job information onto spreadsheets
- Create project plans for internal and external use
- Maintain relationships with vendors: identify, recruit, engage and train vendors for accounts
- Identify and set up linguistic teams
- Follow-up with vendors, contact Vendor Management team with any requests, vendor calendar management, expansion of vendor selection and creation of potential vendor lists
- Manage, create and maintain specific accounts Translation Memory & Glossary
- Create and maintain reference material
- File preparation: format using .doc, PDF and .xls files; importing images into Word documents, PPT, etc.
- Communicate with clients and attend client calls when required
- Analyze client feedback/root cause and drive appropriate actions
- Assist, support and manage Compliance Report investigations
- Actively participate in the implementation of preventive actions
- Actively participate in the creation of immediate corrective and preventive actions
- Share knowledge and expertise with internal and external stakeholders
- Suggest improvements and innovation for existing processes
- Solve technical issues in collaboration with the appropriate support team
- Identify root causes and communicate findings to the rest of the team
- Handle escalations
- Identify and anticipate risks (severity, likelihood, early detection)
- Communicate potential failure modes to stakeholder
- Act to avoid identified failure modes
- Support training trainees (e.g. non-linguistic final eye graduation)
- Support trainees, Project Assistants and Project Coordinators managing basic jobs
- Liaise with internal Machine Translation team for set-up and training
- Utilize internal technology effectively
- Aid Project Coordinators and other Project Managers in daily tasks as needed
- Complete all other tasks that are deemed appropriate for this role and assigned by the manager/supervisor
Interview Process
- HR Interview => Test => Office Interview
Compensation & Benefits
- Annual salary (3.8M-4.0M JPY + performance based bonus from the 2nd year)
- Full social insurance coverage
- Transportation allowance (up to JPY 30,000 per month)
Working Hours & Holidays
- Monday to Friday, 8 working hours between 9:00 AM and 7:00 PM, plus a 1-hour break
- 2 days off per week (weekends and public holidays)
- Paid leave (15 days in the first year), birthday leave, bereavement leave, childcare leave, and sick leave
Employment Type
- Fixed-term contract in the first year (including a 6-month probation period), with the possibility of transitioning to a permanent position from the second year upon mutual agreement
- During the contract period, salary, social insurance, and paid leave are equivalent to those of permanent employees
Others
- Non-smoking office
- Office location: Nishi-Shinjuku, Tokyo, Japan
- Annual health check-up (once per year)
- Free drinks (water, tea, coffee, juice, soup, etc.) and snacks available in the break room
- Fresh fruit provided twice a month
- Annual volunteer hiking event, as well as seasonal employee engagement events
- Excellent verbal and written communication skills in English
- Ability to building relationships with clients and co-workers
- Exceptional problem solving/critical thinking skills
- Flexibility and adaptability, ability to work with efficiently in a changing business environment
- Excellent interpersonal skills to build relationships at all levels of the organization and externally, with vendors
- Ability to effectively multitask in order to simultaneously execute multiple projects
- Good organization skills. Ability to prioritize and orientation on results
- Ability to maintain professionalism and focus under pressure and tight deadlines
- Excellent time management skills and the ability to coordinate other’ stakeholders time
- Capacity to work independently, take active measures to solve problems and commit to a high level of service
- Proven track record of meeting deadlines and delivering results
- Minimum Bachelor’s degree or its equivalent or relevant working experience
- Typically requires 2 years of related work experience or at least 1 year of experience as Project Coordinator in the company
