Office Assistant

Office Assistant

We are seeking a proactive and detail-oriented Office Assistant to support the General Affairs function in our Chicago office. This role plays a critical part in ensuring smooth day-to-day operations, supporting Japanese expatriates, and coordinating office-wide services. As a multi-functional role, it offers broad exposure across office administration, facilities coordination, and cross-department collaboration, making it an essential part of our office's success.

Duties/Responsibilities:

- Support onboarding and offboarding processes for Japanese expatriates, ensuring a smooth transition into and out of the U.S.

- Support daily administrative operations, including document preparation, filing, and general office coordination.

- Coordinate maintenance and management of company vehicles and support general facilities-related needs.

- Manage mailroom operations, including mailbox pickup, distribution, and outgoing shipments (e.g., FedEx).

- Order and manage inventory for office supplies, coffee, and refreshments to maintain a well-functioning office environment.

- Handle office-related payments, including submitting payment requests to the Accounting department and settling expenses through the internal system.

- Assist with planning and coordinating company events, including holiday parties, outings, volunteer activities, and company house events.

- Serve as a liaison between company's IT Helpdesk and Chicago office staff, facilitating effective communication and issue resolution.

Required Knowledge/Skills/Abilities:

Quality - Creating Innovation - Technical Expertise

Productivity - Planning & Prioritizing - Problem Solving/Analysis

Results Focus - Accountability - Leadership

Customer Oriented - Decision Making/Judgment - Working with Diverse Populations

Initiative - Project Management - Dependability

Adaptability/Flexibility - Integrity/Ethics - Business Conduct Attitude

Influencing People - Managing Stakeholders - Understanding the Business

Job Specific Knowledge/Skills & Abilities

Required:

- Valid driver's license.

- Strong organizational, communication, and interpersonal skills.

- Ability to multitask and prioritize effectively in a fast-paced environment.

Preferred:

- Fluency in Japanese (spoken and written) and strong understanding of Japanese business culture are preferred.

- Previous administrative or office management experience preferred.

Education, Certification and Experience:

Required:

- Associate's degree required; bachelor's degree preferred.

Preferred:

- Proficiency in Microsoft Office / Microsoft 365; being IT-savvy or comfortable with technology is highly preferred.

Physical Requirements:

- able to handle office supplies such as a box of copy paper and a case of bottles of water.

Equal Employment Opportunity Policy Statement

Sumitomo Corporation of Americas (SCOA) is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Sumitomo are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Sumitomo will not tolerate discrimination or harassment based on any of these characteristics.