Accounting and Administrative Assistant - Japanese Bilingual

Accounting and Administrative Assistant - Japanese Bilingual

We are hiring an experienced Accounting and Administrative Assistant to support the financial operations of a growing international business in the retail/luxury resale sector.

Title: Accounting and Administrative Assistant

Employment type: Full-time

Location: West Hollywood, California (On-site Only)

Working hours: 9:30am to 6:30pm.

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

Role focus: One-person full-spectrum back-office role across accounting, HR, admin, compliance, and legal coordination for US entity operations, with outsourced firm and HQ advisory support

Additional support during month-end, quarter-end, and audit periods may be required.

Key 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.

Minimum requirements

• 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.

Preferred qualifications

• 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.
• Japanese proficiency at JLPT N3 or above is preferred for manager communication.

Compensation

• Salary: $85,000~108,000 per year, depends on experience
• Comprehensive benefits package

Training Program (Overseas Training Opportunity)

• Upon joining, employees will participate in a 3-month overseas training program (approximately from July to September 2026) in Southeast Asia (Singapore, Indonesia, or Malaysia)
• Monthly salary will be provided during the training period
• Full housing support will be covered by the company
• Visa support will be provided for the duration of the training

Training Details

• Develop knowledge of luxury brands and resale market
• Gain hands-on experience in both office and retail store environments
• Learn product evaluation techniques, including identifying materials, craftsmanship, and authenticity (e.g., tools used, leather characteristics, and distinguishing counterfeit items)