Office Manager-Bilingual

Tokyo Ohka Kogyo America, INC • Phoenix, AZ

1h • $60,000 - $65,000 • Onsite

About The Position

TOK America, Inc. plays an extremely important part, serving as the supply hub of semiconductor photoresists and high-purity chemical agents for the customers in United States and Europe. We are a wholly owned subsidiary of a world leader in advanced chemical formulations. Our company has consistently pursued programs of research and development of superior new technologies and new technical methodologies based on the following management principles: “continue efforts to enhance technology,” “raise the quality levels of products,” “contribute to society” and “create a frank and open-minded business culture”.

SUMMARY:
Function: Provide office management, administrative, and operational support for the office and TOKCCAZ staff, including coordination with internal departments and external parties as required.

Scope: The office manager will be responsible for overseeing all administrative functions to ensure smooth and efficient office operations, including managing resources, procedures and employees’ needs.

Requirements

• Bachelor’s degree (B.A. or B.S.) in business administration or management or related field.
• Minimum of two years’ of administrative and clerical experience.
• Proficiency in MS Office, Excel, PowerPoint, and Outlook.
• Ability to multitask and prioritize tasks as needed.
• Excellent interpersonal communication skills.
• Well organized and resourceful.
• Ability to complete tasks with minimal assistance or supervision.
• Ability to communicate fluently in English and Chinese (verbal/written).
• Excellent time management skills with a proven ability to meet deadlines.
• Must possess a reliable means of transportation to and from work.

Responsibilities

• Interpret, distill, and present complicated and/or technical information to employees, customers, and others in understandable and relatable terms to aid and enhance levels of understanding and implementation.
• Use and operate a computer, office equipment and other technology devices frequently and consistently throughout each day with a high degree of skill, accuracy, and independent judgment for the purpose of reviewing, analyzing, creating, transmitting, and presenting documents, data, and other business-related information.
• Provide effective communication within the office and among team members, including disseminating important information and updates and acting as liaison between the Vice President and team members.
• Provide clerical support when needed to assist clerical staff with assigned administrative duties such as answering phones, sorting and distributing mail and preparing documents.
• Ensure the office is well stocked with necessary supplies, from stationery to pantry items, by maintaining inventory and ordering or picking up supplies as needed.
• Coordinate meetings, appointments, outside training, travel arrangements and office team-building activities.
• Maintain and organize important documents, records and files for reference, compliance and smooth office operations.
• Create and write SOPs, data and forms.
• Create training material for all TOKCCAZ positions.
• Oversee the maintenance of office facilities, ensuring everything is in good working condition.
• Coordinate repairs, manage janitorial services and ensure the workplace is safe and comfortable for all employees.
• Coordinate and ensure proper sample deliveries to customers as needed.
• Build strong relationships with reliable vendors to ensure timely service and high-quality work.
• Conduct monthly, quarterly and annual audits for internal and external stakeholders.
• Partner with the TOKA HR team and assist during the recruitment and hiring process on recruitment status, setting up workstations, completion of necessary training and collecting documentation for new hires.
• Act as a point of contact for TOKCCAZ staff regarding office policies, and work with the TOKA HR team regarding questions pertaining to benefits, other HR related queries, and required compliance postings.
• Serve as the primary liaison for TOKCCAZ when collaborating with internal departments (e.g., IT, HR Accounting, Finance, etc.) and/or external stakeholders (e.g., customers, vendors, auditors, etc.) to coordinate and drive project-based initiatives as required.
• Actively demonstrate high levels of employee engagement, coachability (e.g., receiving and incorporating business-related feedback and instruction with a positive and growth-oriented mindset) to achieve desired outcomes, and accountability for personal performance and its impact on others' ability to do their job well.
• Perform other necessary duties and tasks as requested.
• Attending annual and/or quarterly refresher courses related to hazardous waste management and handling, general safety, quality management, and environmental management.

Benefits

• Medical, dental, and vision insurance - TOK pays 100% of the premiums for all employees
• 401(K) with company match
• Paid life insurance
• 15 paid Holidays
• Generous paid time off
• On-the-job training and skill development
• Employee assistance program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level