Customer Service & Operations Coordinator - Japanese Bilingual

Title

Customer Service & Operations Coordinator

Location: Midtown, Manhattan (Hybrid after 3 months probation)

Industry: Cosmetics

Full-time: Mon-Fri, 9:00 AM–5:00 PM

Hybrid work available after the first 3 months (manager approval required):

・3 days in the office

・2 days working from home

Compensation

$25 – $30 / hour

Position Summary

This position is responsible for supporting end-to-end order processing and customer service coordination, including purchase order management, shipping documentation, invoicing, and communication with customers, headquarters, and manufacturing partners. The role also supports production scheduling, delivery coordination, and import-related administrative tasks.

Key Responsibilities

[Operations & Customer Service]

Receive, review, and process customer purchase orders, ensuring accuracy of product details, pricing, and delivery requirements.

Issue purchase orders to internal departments and/or suppliers in accordance with customer requirements and production schedules.

Prepare, verify, and issue shipping documents, including commercial invoices, packing lists, and other export/shipping documentation.

Generate and issue customer invoices accurately and in a timely manner.

Enter, review, and process invoices received from headquarters.

Coordinate and monitor delivery schedules, respond to lead-time inquiries, and provide timely updates to customers.

Communicate and coordinate production schedules and shipment timelines between manufacturing sites and customers to ensure on-time delivery.

Support import-related documentation for materials and containers by collecting and organizing required documents from customers.

Coordinate communication regarding product specifications and quality requirements between manufacturers and customers for sample approval prior to shipment.

Coordinate shipment arrangements with internal teams and logistics vendors to ensure timely dispatch and delivery.

[Administrative & General Support]

Prepare, collect, maintain, and update necessary documentation, records, and filing systems.

Perform clerical duties such as photocopying, scanning, printing, and handling correspondence.

Maintain high ethical standards in the workplace.

Report irregular issues and problems to management and assist in resolving them.

Comply with all company policies and procedures.

Support special projects and perform other duties as assigned.

Qualifications

English: Business level

Japanese: Business level

Interest in the cosmetics or beauty industry is highly welcomed

Experience in logistics, order processing, or sales support is a plus