About this role
Complete administrative tasks including organization of emails and documents, import/export of data, document creation and maintenance, printing files for jobs Identify/understand project requirements Manage simple and complex projects: o Placing jobs, setting up jobs; calculating and assigning budgets o Identifying best vendors for the accounts, contacting vendors, negotiate deadlines, and prices o Creating purchase orders o Conduct final eye and project delivery upon graduation on regular, special and sample projects o Final check of deliverables against initial instructions o Billing: contact vendors to resolve issues such as invoice/word count discrepancies; 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, vendor calendar management, expansion of vendor selection and creation of potential vendor lists Manage, create and maintain specific accounts Translation Memory & Glossary Create and maintain reference material File preparation: format using .doc, PDF and .xls files; importing 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 stakeholder 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 Compensation & Benefits Annual salary (4.0M-4.2M JPY + performance based bonus from the 2nd year) Full social insurance coverage Transportation allowance (up to JPY 30,000 per month) Working Hours & Holidays Monday to Friday, 8 working hours between 9:00 AM and 7:00 PM, plus a 1-hour break 2 days off per week (weekends and public holidays) Paid leave (15 days in the first year), birthday leave, bereavement leave, childcare leave, and sick leave Employment Type Fixed-term contract in the first year (including a 6-month probation period), with the possibility of transitioning to a permanent position from the second year upon mutual agreement During the contract period, salary, social insurance, and paid leave are equivalent to those of permanent employees Others Non-smoking office Office location: Nishi-Shinjuku, Tokyo, Japan Work visa support is available 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 Annual volunteer hiking event, as well as seasonal employee engagement events