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About the Role
This role involves managing projects from initiation to delivery, including administrative tasks, vendor management, client communication, and problem-solving to ensure successful project completion and client satisfaction.
Responsibilities
- Complete administrative tasks including organization of emails and documents, import/export of data, document creation and maintenance, printing files for jobs.
- Identify and understand project requirements.
- Manage simple and complex projects: placing jobs, setting up jobs, calculating and assigning budgets.
- Identify best vendors for the accounts, contact vendors, negotiate deadlines, and prices.
- Create purchase orders.
- Conduct final review and project delivery.
- Perform final check of deliverables against initial instructions.
- Handle billing, including resolving invoice/word count discrepancies and data entry.
- Create and track schedules for individual projects and departments.
- Log costs, scores, and general job information onto spreadsheets.
- Create project plans for internal and external use.
- Maintain relationships with vendors: identify, recruit, engage and train vendors for accounts.
- Identify and set up linguistic teams.
- Follow-up with vendors, contact Vendor Management team with any requests, manage vendor calendar, and expand vendor selection and creation of potential vendor lists.
- Manage, create, and maintain specific accounts Translation Memory & Glossary.
- Create and maintain reference material.
- Prepare files: format using .doc, PDF and .xls files; import images into Word documents, PPT, etc.
- Communicate with clients and attend client calls when required.
- Analyze client feedback/root cause and drive appropriate actions.
- Assist, support, and manage Compliance Report investigations.
- Actively participate in the implementation of preventive actions.
- Actively participate in the creation of immediate corrective and preventive actions.
- Share knowledge and expertise with internal and external stakeholders.
- Suggest improvements and innovation for existing processes.
- Solve technical issues in collaboration with the appropriate support team.
- Identify root causes and communicate findings to the rest of the team.
- Handle escalations.
- Identify and anticipate risks (severity, likelihood, early detection).
- Communicate potential failure modes to stakeholders.
- Act to avoid identified failure modes.
- Support training trainees (e.g., non-linguistic final eye graduation).
- Support trainees, Project Assistants, and Project Coordinators managing basic jobs.
- Liaise with internal Machine Translation team for set-up and training.
- Utilize internal technology effectively.
- Aid Project Coordinators and other Project Managers in daily tasks as needed.
- Complete all other tasks that are deemed appropriate for this role and assigned by the manager/supervisor.
Requirements
- Minimum Bachelor’s degree or its equivalent or relevant working experience.
- Typically requires 2 years of related work experience or at least 1 year of experience as Project Coordinator in the company.
Skills
- Excellent verbal and written communication skills in English.
- Ability to build relationships with clients and co-workers.
- Exceptional problem-solving/critical thinking skills.
- Flexibility and adaptability, ability to work efficiently in a changing business environment.
- Excellent interpersonal skills to build relationships at all levels of the organization and externally, with vendors.
- Ability to effectively multitask in order to simultaneously execute multiple projects.
- Good organization skills.
- Ability to prioritize and orientation on results.
- Ability to maintain professionalism and focus under pressure and tight deadlines.
- Excellent time management skills and the ability to coordinate other stakeholders' time.
- Capacity to work independently, take active measures to solve problems and commit to a high level of service.
- Proven track record of meeting deadlines and delivering results.
Location
- Nishi-Shinjuku, Tokyo, Japan
Work Type
- Fixed-term contract
- Full-time
Experience Level
- 2 years of related work experience or at least 1 year of experience as Project Coordinator
Education Level
- Bachelor’s degree or equivalent
Salary/Compensations
- 3.8M-4.0M JPY + performance based bonus from the 2nd year
Benefits
- Full social insurance coverage
- Transportation allowance (up to JPY 30,000 per month)
- Paid leave (15 days in the first year), birthday leave, bereavement leave, childcare leave, and sick leave
- Annual health check-up (once per year)
- Free drinks (water, tea, coffee, juice, soup, etc.) and snacks available in the break room
- Fresh fruit provided twice a month
About the Company
- Non-smoking office.