Administration / Operations Manager - Japanese

Cinter Career•Foster City, CA

12d•$80,000 - $90,000•Hybrid

About The Position

The Operations Manager supports the Executive Director with the organization’s overall administration and day-to-day operations. The role handles inquiries and communications, maintains electronic and physical records, manages office supplies, equipment, vendors, and general office operations, and provides backup support for administrative systems and website updates. The position coordinates with outsourced bookkeeping and accounting services or part-time accounting personnel; organizes financial documents; reviews monthly statements and reports; monitors dues, event income, and expenses; and supports payment approvals, budgeting, financial reporting, year-end closing, and CPA coordination. It also maintains membership records and databases, supports onboarding, inquiries, renewals, and dues administration. The Operations Manager provides committee, program, and event support, including meetings, seminars, networking programs, special events, major annual events, Board and Executive Committee meetings, and Annual Meetings. Event duties include planning, venue coordination, registration, catering, communications, and logistics. The role also supports member communications and newsletters through email and platforms such as Eventbrite, MailChimp, and Jotform, and maintains advertising schedules and related administrative matters. The position is full-time and hybrid in Foster City, California, with a stated salary of $80,000–$90,000 per year, DOE, plus full benefits.

Requirements

Bachelor’s degree preferred, or equivalent relevant experience.
Three or more years of experience in administration, operations, nonprofit organizations, professional associations, chambers of commerce, or a related field is preferred.
Excellent organizational, time-management, and communication skills.
Strong attention to detail and ability to manage multiple priorities.
Proficiency with Microsoft Office and/or Google Workspace.
Ability to work independently and collaboratively with staff, volunteers, members, and external partners.
Professional discretion when handling confidential organizational, financial, and membership information.

Nice To Haves

Experience with QuickBooks, Eventbrite, MailChimp, Jotform, or similar systems.
Japanese and English bilingual skills.
Bachelor’s degree (unless equivalent relevant experience applies).
Three or more years of relevant experience.

Responsibilities

Support the Executive Director in the organization’s overall administration and day-to-day operations.
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.
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.
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.
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.
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.