Office Manager

About the Company

We are seeking a highly organized and detail-oriented Office Manager to manage day-to-day accounting and back-office operations in a growing organization. This role is responsible for maintaining accurate financial records in QuickBooks, supporting monthly and quarterly closing processes, and coordinating with external accounting, HR, and legal partners to ensure compliance and operational efficiency. In addition to accounting responsibilities, the position oversees HR administration, payroll coordination, office operations, and business license management. The ideal candidate is a self-starter who can independently handle a wide range of responsibilities, communicate effectively with cross-functional teams and external vendors, and maintain strong attention to detail in a fast-paced environment.

About the Role

We are seeking a highly organized and detail-oriented Office Manager to manage day-to-day accounting and back-office operations in a growing organization.

Responsibilities

• Own day-to-day accounting records in QuickBooks with complete supporting documentation and controls.
• Prepare monthly management reports, quarterly closing packs, and reconciliation schedules.
• Support audit and external reporting requirements by compiling requested evidence and schedules on time.
• Coordinate recruitment workflow, payroll processing, and HR administration with the outsourced HR/payroll partner.
• Maintain and update employee handbook content, policy drafts, and HR records with HQ/advisor alignment.
• Handle office administration operations, including ordering supplies, arranging contractors, and new shop preparation tasks.
• Track and renew required business licenses and permits, and maintain an up-to-date compliance calendar.
• Monitor industry/legal requirement updates and coordinate implementation actions with legal/compliance advisors.
• Act as the in-house coordination point across outsourced accounting firm, law firm, and HR firm.
• Align back-office execution with HQ advisory support and escalate material risks or decisions promptly.
• Additional support during month-end, quarter-end, and audit periods may be required.

Qualifications

• 5+ years of hands-on experience across accounting and back-office operations (HR/admin/compliance coordination).
• Strong practical command of QuickBooks, accounting close workflow, and reconciliation logic.
• Proven ability to run a one-person in-house back-office function with external professional support.
• Working knowledge of payroll coordination, employee handbook maintenance, and HR operations governance.
• Strong ownership, confidentiality, and deadline discipline for monthly/quarterly deliverables.
• Clear written and spoken English for cross-functional and external-firm coordination.

Required Skills

• Strong practical command of QuickBooks, accounting close workflow, and reconciliation logic.
• Proven ability to run a one-person in-house back-office function with external professional support.
• Working knowledge of payroll coordination, employee handbook maintenance, and HR operations governance.
• Strong ownership, confidentiality, and deadline discipline for monthly/quarterly deliverables.
• Clear written and spoken English for cross-functional and external-firm coordination.
• Japanese English Bilingual.

Preferred Skills

• Experience in US small-business licensing/permit administration and compliance follow-up.
• Hands-on coordination experience with outsourced CPA, legal counsel, and HR service providers.
• Experience supporting retail, luxury goods, or multi-site new-store setup operations.

Pay range and compensation package

$90K-108K

Working Hours / Working Style

9:30am-6:30pm / On-site

Holidays

Off days : 2 days per week, with one fixed on Wednesday