Administrative Coordinator

Administrative CoordinatorA global trading and industrial machinery company is seeking a highly organized and detail-oriented Administrative Coordinator to support our Houston office. This position plays a key role in ensuring smooth daily office operations while providing administrative and logistics support to our active sales teams. The ideal candidate is proactive, customer-oriented, and comfortable working in a multicultural environment.Essential Duties:Provide extensive administrative and secretarial support to the Japanese Office Manager and Local Sales Manager.Prepare and manage crucial business documents, including quotations, purchase orders, invoices, and sales contracts.Coordinate domestic and international shipments, communicating closely with freight forwarders and logistics providers.Facilitate smooth communication between customers, suppliers, and the global headquarters in Japan.Assist with critical import/export documentation and complex logistics coordination.Maintain accurate sales records, filing systems, and updated office documentation.Manage business schedules, calendar coordinates, and travel arrangements for the team.Process expense reports and provide essential support for basic accounting activities.Manage office supplies, vendor relationships, and general office facility administration.Answer incoming telephone calls, manage general emails, and greet visitors professionally.Support marketing activities, including trade shows, industrial exhibitions, and customer events.Perform other general administrative and operational duties as assigned by management.Working Hours / Working Style:8:30 AM – 5:30 PM (Monday – Friday) with a 60-minute lunch break.In-office position (No remote work available).Working Location:Houston, TexasSalary / Benefit:$60K - $72K annually (Depending on experience)Health, Dental, Vision, and Life Insurance.401(k) Matching and Retirement Plan.Paid Time Off (PTO).Transportation benefit.Holidays:Weekends (Saturday and Sunday) and national/company holidays.Qualifications:Language: Business-level fluency in both English and Japanese is REQUIRED (capable of smooth communication with HQ in Japan).Experience: 5+ years of administrative or office support experience.Education: Associate's or Bachelor's degree preferred.Skills: Excellent organizational, multitasking, and strong written/verbal communication skills.PC Skills: High proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint). Experience with ERP or CRM systems is a plus.Mindset: Highly detail-oriented with strong problem-solving skills, and the ability to work independently.Preferred: Experience working in manufacturing, industrial equipment, engineering, or trading companies. Experience with international business, logistics, or import/export documentation is highly preferred.