1. General Position Summary: 

General Summary                                                                              

This position performs and coordinates variety of administrative functions including Compliance, Human Resources and General Affairs to ensure seamless operations of the company and compliance with the regulations and procedures both externally and internally, while making necessary research, contacting, communicating and negotiating with various parties and stakeholders. 

2. Essential Job Functions: 

Primary Job Functions                                                                                                                    Weight: 70%

1)  Ensures Trade Compliance

Compliance Coordination/ Communication: by keeping updated and current on all regulatory and trade compliance related subjects (mainly C-TPAT and TSA related matters) such as but not limited to changes, amendments, laws, procedures, and regulations through websites, literature, subscriptions and other methods; by sharing updates, changes or new compliance related information with Management and staff; by updating TSA procedures in accordance with the latest TSA regulations and rules; by keeping updated and complete files of all compliance checks by updating the current compliance system, documentation and database; by periodically reevaluating current compliance practices and procedures for necessary updates and changes; by filing reports as necessary.

Compliance Enforcement: by conducting workshop/ trainings as IACSC to ensure that all staff have the necessary knowledge and understanding to comply with applicable federal, state, and industry standards; by identifying any non-compliance/ problems and notifying Senior Management of such issues; by enforcing adherence to federal, state and local requirements for trade related compliance issues; and by working with Senior Management, Branch Managers as well as Managers/ Supervisors to insure branch wide compliance for trade related compliance on various levels.

2)  Administers Payroll and Benefits

by making all necessary arrangements for payroll processing for locally-hired staff while coordinating with outsourced vendors; by ensuring accurate payroll processed in regards to attendance, garnishments, deductions, contributions, etc. by verifying the time and attendance records; by responding to inquiries and audits from government agencies; by administrating employee benefit programs (e.g., medical, dental, vision, FSA etc.) and other benefits (e.g., workers compensation, disability insurance); by providing benefits information to staff; by answering staff questions regarding benefits and assisting in their communication with providers; by maintaining updated information regarding staff members’ benefits; by communicating with insurance and benefits providers as needed; by negotiating with providers for the best terms and conditions; by coordinating the annual renewal of benefits plans and providing recommendations for updates and changes to Senior Management.; and by communicating with all concerned parties about changes in information.

3)  Coordinates General Affairs and Human Resources Functions

Operational Support: by acting as liaison to various vendors with regard to commercial insurance and maintenance issues; by administering business related license (NVOCC, Freight Forwarder, Customs Broker, etc.); by taking care of cargo damage claim related issues; by referring unresolved matters to the appropriate parties and making sure that all claims and inquiries are solved by following through any necessary actions.

Policies and Document Coordination: by ensuring legal compliance of Company policies and procedures; by monitoring HR trends and making recommendations to Senior Management regarding changes in Company policies and procedures as needed; by maintaining personnel and personal records and updating records as necessary; by reviewing documents, contracts and agreements associated with the Company’s administration (e.g., warehouse agreement, agency agreement with vendors, office lease agreement); by translating from/to English and Japanese and preparing brief summary when requested; by reviewing all clauses, stipulations, obligations and liabilities to ensure they suit the Company’s needs and providing recommendation to Senior Management for modification as necessary.

Employee Communication/ Relationship: by distributing documents, memo, letters to staff; by troubleshooting problems in a timely manner and seeking third-party advice (e.g. consultants, legal counsel) as necessary; by answering questions from staff and assisting staff with general requests; by working with Senior Management to resolve employee relations issues; by investigating grievances and proposing appropriate action to Senior Management; 

by supporting various projects relating to HR and office administration and by coordinating any other HR functions and performing other administrative functions as necessary.

Secondary Job Functions                                                                                                                Weight: 20%

1)          Keeps Senior Management Informed by reviewing and analyzing special reports; and by summarizing information and identifying business related trends. 

2)          Manages Time and Resources by managing time, support Branches / Offices, and other Company-provided resources (phone, fax, email) in order to maximize self-potential and business profit. 

Common Job Functions                                                                                                                  Weight: 10%

1)          Contributes to Team Effort by accomplishing related tasks as needed; and by volunteering available time to others.

2)          Maintains Professional and Technical Knowledge

by attending educational workshops; by reviewing professional publications; by establishing professional business

networks with customers and service providers; and by participating in cross-training as directed by Supervisors/Management.

3)          Acts on Feedback by listening to feedback given by peers, Supervisors, and customers and using it to improve performance.

4)          Improves Processes by recommending improvements in Company processes and procedures that increase productivity. 

3. Essential Job Requirements: 

Physical Requirements & Working Environment                               

1)  Physical Requirements

While performing the duties of this job, the Staff Member is regularly required to sit and talk or listen. The Staff Member is further required to stand, walk, use hands to pick up, handle or feel and reach with arms. Occasionally, the Staff Member will need to kneel or crouch. The Staff Member must be able to read and analyze written information on a computer terminal. Close vision and the ability to adjust focus are necessary for this job. The Staff Member may regularly lift, carry, push, pull or move objects of at least 15 pounds.

2)  Working Conditions

The noise level in the work environment is usually moderate (i.e. working in an office). The Staff Member must be able to travel on business or work beyond normal work hours as necessary.

Experience/Minimum Qualifications Needed                                     

1)  Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, and/or government regulations in English. Ability to write reports, business correspondence, and procedure manuals in English. Ability to effectively present information and respond to questions from groups of Managers, Staff, clients, customers, and the general public in English.

2)  Mathematical Skills

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry and to draw and interpret bar graphs.

3)  Reasoning Ability  

Ability to apply common sense understanding to carry out instructions furnished in written, oral, diagram, or schedule form. Ability to deal with problems involving several concrete variables in situations where only limited standardization exists. 4) Other Required Skills

Must be tactful, mature and flexible. Must have the ability to review, assess and understand technical documents, drawings and other documents and engage in discussions internally and with customers. Must be able to use a computer and such applications as Microsoft Windows, Word and Excel. Some positions must have knowledge of, and experience in, one or more of the following procedures: NVOCC, Customs Clearance, Hazardous Materials Certification and transportation.

Education                                                                                           

1) Education

Bachelor’s Degree (B.A./B.S.) or equivalent from four-year college or university in a related field; and one to three years’ experience and/or training; or equivalent combination of education and experience.