Job Description

• 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

Compensation & Benefits

• Annual salary (4.0M-4.2M JPY + performance based bonus after 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

• Work visa support is available

• 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

Requirements

• Excellent verbal and written communication skills in Korean and 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