Administration / Operations Manager - Japanese

Job Description

Job Description

▶︎ Job Details
・ Job Title: Operations Manager
・ Client: Non-profit Organization Management
・ Working Location: Foster City, CA (Hybrid)
・ Employment Type: Full-time
・ Salary: DOE (80-90K per yr) + Full Benefit
・ Language: English and Japanese

▶︎ Key Responsibilities
Administration & Operations
・Support the Executive Director in the overall administration and day-to-day operations of the organization.
・Handle general inquiries and coordinate communications with members and external organizations.
・Maintain organized electronic and physical records.
・Manage office supplies, equipment, vendors, and general office operations.
・Provide backup support for administrative systems and website updates.

Financial Administration
・Coordinate with outsourced bookkeeping/accounting services or part-time accounting personnel.
・Collect and organize invoices, receipts, and supporting financial documents.
・Review monthly financial statements and other financial reports.
・Monitor membership dues, event income, and expenses.
・Coordinate internal payment and expense approval processes.
・Assist with budgeting, financial reporting, year-end closing, and coordination with the CPA as needed.

Membership Administration
・Maintain and update the membership database.
・Support new member onboarding and respond to member inquiries.
・Maintain accurate member and company information and records.
・Support membership renewals and dues administration in coordination with the Executive Director and accounting service provider.

Committee, Program & Event Support
・Support committees and committee leaders with meetings, seminars, networking programs, and special events.
・Assist with event planning, venue coordination, registration, catering, communications, and logistics.
・Support major annual events, networking programs, and member activities.
・Assist with Board, Executive Committee, and Annual Meetings.
・Coordinate with partner and community organizations as needed.

Communications
・Support member communications through email, Eventbrite, MailChimp, Jotform, and other platforms.
・Assist with newsletters and other member communications.
・Maintain advertising schedules and coordinate related administrative matters.

▶︎ Required Qualifications & Skills
・ Bachelor’s degree preferred, or equivalent relevant experience.
・3+ years of experience in administration, operations, nonprofit organizations, professional associations, chambers of commerce, or a related field preferred.
・Excellent organizational, time-management, and communication skills.
・Strong attention to detail and the ability to manage multiple priorities.
・Proficiency with Microsoft Office and/or Google Workspace.
・Experience with QuickBooks, Eventbrite, MailChimp, Jotform, or similar systems is a plus.
・Ability to work both independently and collaboratively with staff, volunteers, members, and external partners.
・Professional discretion when handling confidential organizational, financial, and membership information.
・Japanese and English bilingual skills are preferred.

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