LOSAG - Corporate Services Admin Assistant

Mitsui•Los Angeles, CA

2d•Onsite

About The Position

This position provides administrative support to the Corporate Service Administration & CSR Department (NYCAG) and is based in the Mitsui USA Los Angeles office. Responsibilities include payment processing (allocations and accounts receivable), monthly and/or quarterly expense reconciliations, facilities‑related administrative support, and non‑routine administrative and CSR projects for the regional office. The position reports on a daily basis to the NASAG Department Manager and works under limited supervision. Additional projects may be assigned by the Department Manager and/or General Manager, and Regional Officer (RO). All duties are performed in accordance with NYCAG and Mitsui USA policies and procedures.

Requirements

Minimum five (5) years experience or a combination of training and experience which indicates the ability to do the job.
Excellent verbal and written communication skills.
Able to work & communicate with Regional Office service providers, Mitsui Management staff and outside vendors.
Able to handle multiple tasks simultaneously.
Strong organizational & problem solving skills, learn job-related material through on-the-job instructions and observation.
Ability to interpret and make decisions from established policies.
Establish and maintain effective working relationships with other regional AG staff, other departments or vendors/clients.
Works under pressure and handles multiple projects and tasks effectively while under deadlines.
Principles and practices of office administration.
Computer proficiency in word processing, spreadsheet, e-mail, and scheduling software (i.e. Excel, Word, Outlook, SAP/ECC).
Administrative research methods, techniques, and methods of report presentation.
Working knowledge of budgets and accounts payable/receivable.
Bookkeeping or accounting – basic knowledge.
Modern office methods, practices and equipment.
Requires any combination of training, education, and experience equivalent to an Associate’s degree in Public or Business Administration or related field and minimum (2) two years of administrative, office management, or similar staff support function work experience.
Should be able to adapt to a cross-cultural working environment.

Responsibilities

Provide primary administrative support to the Corporate Service Administration & CSR Department and serve as backup support for other administrative functions as needed.
Process administrative payments, allocations, debit and credit memos, and payments related to departments and group companies.
Serve as a primary facilities contact; manage vendor relationships and service arrangements for Los Angeles and other assigned regional offices (e.g., Silicon Valley, Seattle).
Coordinate workstation assignments, headcount allocations, and office or departmental reconfiguration requests in collaboration with NYCAG.
Oversee life safety, preventive and corrective maintenance, cleaning services, and overall facilities operations for assigned regional offices, coordinating with building management and NYCAG as needed.
Oversee incoming and outgoing mail and packages; instruct and assist staff on correspondence, shipping procedures, and use of NYCAG managed national vendor accounts (e.g., stationery and courier systems).
Coordinate office events and CSR activities, including holiday parties and office functions, in accordance with Mitsui USA guidelines.
Manage conference room reservations and setups, including audio/visual coordination; schedule and oversee office equipment maintenance, including after hours service support when required.
Provide limited coordination support with the IT department related to office IT equipment.
Manage special projects and administrative initiatives, including research to improve operational efficiency, and perform other related duties as assigned by management.
Assists NYCAG/NYCAJ and LA Regional Officer as needed with administrative support.