Administrative Coordinator, Global Mobility & Treasury

NMB•Chatsworth, CA

About The Position

The Administrative Coordinator provides administrative, clerical, and logistical support across Global Mobility and Treasury. Working under the Global Mobility Manager’s direct guidance, the role handles routine, template-driven tasks throughout the expatriate lifecycle, including document collection, tracking, and vendor scheduling. The Global Mobility Manager establishes priorities, coordinates workflow-related assignments, and supervises day-to-day performance. The Treasurer assigns and oversees Treasury-related work. Global Mobility is the primary function, accounting for approximately 60% of the role. The coordinator supports expatriate onboarding, relocation, assignment adjustments, and repatriation; organizes immigration documents and tracks expiration dates; maintains employee profiles and prepares basic reports; helps schedule third-party vendor services; and sends pre-approved communications and reminders to foreign nationals. Treasury support is approximately 30% of the role and includes coordinating the Treasurer’s calendar and meetings, arranging meeting logistics and visitor registration, greeting external financial institution representatives, routing invoices, archiving receipts, and entering basic expense logs. The role must maintain confidentiality regarding financial data, corporate records, and banking communications. General office and unit support accounts for approximately 10% of the role and includes sorting mail and packages, monitoring and ordering office supplies, and completing minor administrative projects as assigned by the Global Mobility Manager or Corporate Treasurer. The position has no supervisory requirements. Applicants must be legally authorized to work in the United States for any employer; visa sponsorship is unavailable.

Requirements

High school diploma or equivalent required.
1–3 years of corporate administrative assistant, executive coordination, or foundational HR/Immigration support experience.
Full professional fluency in English.
Proficiency with Microsoft Office Suite, including advanced Outlook, structured Excel data tracking, and Word, as well as Google Workspace.
Strong attention to detail when processing legal, personal identity, and sensitive corporate financial documentation.
Experience handling data privacy regulations (PII) and maintaining executive-level discretion.
Highly professional, polite, and adaptable communication style suited to international corporate cultures.
Legally authorized to work for any employer in the United States; employment eligibility verification is required at hire.

Nice To Haves

Associate’s or Bachelor’s degree in Business Administration, International Relations, or a related field.
Conversational to professional proficiency in Japanese, including reading, writing, and speaking.
Prior experience navigating workflow databases.

Responsibilities

Assist with logistics for onboarding, relocation, assignment adjustments, and repatriation of incoming and outgoing expatriate employees.
Collect, file, and organize immigration documents, including visas, passport copies, and government notices; monitor expiration deadlines using internal tracking tools.
Maintain accurate physical and digital employee profiles and compile basic data reports and lists under the Global Mobility Manager’s direction.
Schedule appointments with third-party relocation and shipping vendors, forward required documentation, and track delivery of services such as temporary housing and household goods.
Send pre-approved notifications, timelines, and transactional reminders to foreign nationals about required documentation.
Schedule meetings and manage the Treasurer’s professional calendar, coordinating internal requests and timing with external banking representatives.
Coordinate meeting rooms, submit visitor registration requests, and greet visiting representatives from external financial institutions.
Route department invoices for approval, archive receipts, and enter basic expense logs.
Maintain confidentiality regarding sensitive financial data, corporate records, and internal banking communications.
Receive, sort, and distribute mail and physical packages for the Global Mobility and Treasury departments.
Monitor office supply inventory and place orders as needed.
Provide flexible administrative support on minor projects as assigned by the Global Mobility Manager or Corporate Treasurer.