Administration & Operations Specialist

Industry: International Financial Company
Location: New York, NY
Annual Salary: $70,000–$75,000
Employment Type: Full-Time, FLSA Exempt
Tentative Start Date: November 9, 2026

Position Overview

An international financial company in New York is seeking a highly organized, detail-oriented, and trustworthy Administration & Operations Specialist to support its day-to-day administrative and operational functions.

This is a broad-based administrative role covering payroll support, HR and benefits administration, contract administration, regulatory and corporate filings, customer account administration, expatriate and trainee support, and general office operations.

The ideal candidate takes ownership of responsibilities, manages multiple deadlines effectively, independently prioritizes tasks, and follows through without requiring constant supervision. Strong teamwork and communication skills are also important, as this position works closely with employees throughout the organization as well as outside service providers.

Because this role handles sensitive payroll, employee, tax, customer, and corporate information, integrity, discretion, and the ability to maintain strict confidentiality are essential.

Key Responsibilities

• Payroll Administration: Support payroll processing, gross-up calculations, employee reimbursements, payroll tax filings, and related recordkeeping.

• HR Administration: Maintain confidential employee records, PTO and Sick Leave records, required notices and reports, and support employee onboarding and offboarding.

• Employee Benefits: Administer medical insurance and 401(k) records and coordinate required filings and annual processes with outside service providers.

• Contract Administration: Prepare and administratively review contracts for accuracy and completeness, coordinate execution and filing, track deadlines, and process early terminations. This position does not perform legal review or legal interpretation.

• Regulatory & Corporate Administration: Coordinate state and business registrations, annual filings, licensing-related administrative matters, and maintenance of required corporate records.

• Customer Account Administration: Maintain customer balance records, track outstanding amounts and late fees, and coordinate follow-up as necessary.

• Expatriate & Trainee Support: Assist with housing, lease renewals, tenant insurance, relocation arrangements, and related administrative matters.

• General Administration: Coordinate business travel, maintain office and kitchen supplies, order business cards, and provide other administrative support as needed.

Administration & Operations Specialist

業種：国際金融関連企業
勤務地：ニューヨーク州ニューヨーク市
年収：$70,000～$75,000
雇用形態：正社員／FLSA Exempt
入社予定日：2026年11月9日

【ポジション概要】

ニューヨークに拠点を置く国際金融関連企業にて、日常の管理・オペレーション業務を幅広くサポートするAdministration & Operations Specialistを募集しています。

本ポジションでは、Payrollサポート、HR・福利厚生関連業務、契約書管理、各種登録・届出、顧客口座関連の管理、駐在員・研修生のサポート、その他オフィス運営に関する幅広い業務を担当します。

複数の業務や締切を管理し、自ら優先順位を判断しながら、責任を持って業務を最後まで進められる方を求めています。

また、社内の各部署や外部サービスプロバイダーとの連携も多いため、チームワークとコミュニケーション能力も重要です。

給与、従業員情報、税務関連情報、顧客情報、会社情報などの機密情報を取り扱うため、高い誠実性、慎重さ、守秘義務に対する意識が求められます。

【主な業務内容】

・Payroll Administration
Payroll処理のサポート、Gross-up計算、従業員経費精算、Payroll Tax関連の申告・記録管理など

・HR Administration
従業員情報、PTO・Sick Leaveの記録管理、必要なNoticeやReportの管理、入社・退職手続きのサポートなど

・Employee Benefits
医療保険、401(k)関連情報の管理、外部サービスプロバイダーとの連携、必要な年次手続きや届出のサポートなど

・Contract Administration
契約書の内容や必要事項が揃っているかの事務的な確認、締結手続き、ファイリング、期限管理、早期解約時の事務処理など

※本ポジションでは法律的な契約内容の判断や法的解釈は行いません。

・Regulatory & Corporate Administration
州登録、Business Registration、Annual Filing、Licensing関連の事務手続き、会社関連記録の管理など

・Customer Account Administration
顧客残高の記録管理、未払い金やLate Feeの確認、必要に応じたフォローアップなど

・Expatriate & Trainee Support
駐在員・研修生の住居手配、Lease Renewal、Tenant Insurance、Relocation関連の事務サポートなど

・General Administration
出張手配、オフィス・キッチン用品の管理、名刺発注、その他一般的な管理・オフィスサポート業務

Qualifications

• Bachelor’s degree or equivalent relevant work experience preferred.

• Prior experience in administration, operations, payroll, HR administration, accounting support, or a related field preferred.

• Strong organizational skills with the ability to manage multiple tasks and deadlines.

• Strong attention to detail and comfort working with numbers, records, and documentation.

• Ability to independently prioritize work and follow through on responsibilities.

• Strong interpersonal and communication skills with a collaborative, team-oriented approach.

• High level of integrity, discretion, and professionalism when handling confidential information.

• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.

• Experience with payroll, employee benefits, contracts, business registrations, or regulatory filings is a plus, but expertise in all areas is not required.

Compensation & Benefits

• Annual salary: $70,000–$75,000 

• Bonus:  Historically 1.5 months of annual salary but it is not guaranteed.

• 100% employer-paid medical insurance for employees, including coverage for eligible dependent children

• 100% employer-paid commuting expenses for ordinary public transportation used to commute to the New York City office

• 401(k) plan with company safe-harbor matching contributions

• Paid Time Off (PTO) and Sick Leave

• Other company-sponsored benefits, as applicable

Work Arrangement

The position is expected to be primarily onsite during the initial training and transition period.

After the employee becomes familiar with the responsibilities and company operations, a hybrid work arrangement may be available, including up to two remote workdays per week, subject to company policy and business needs.

Tentative Start Date

The tentative start date is November 9, 2026.

What We Are Looking For

We are looking for someone who is reliable, organized, proactive, and trustworthy.

The successful candidate should be able to keep track of multiple deadlines, determine priorities independently, and ensure that responsibilities are completed accurately and on time. At the same time, the individual should work well with others, communicate proactively, and contribute to a cooperative and respectful work environment.

Most importantly, this position requires someone who understands the importance of confidentiality and can be trusted with sensitive employee, payroll, customer, and company information.

We are not necessarily looking for an expert in every area listed above. We value someone who is organized, dependable, willing to learn, able to take ownership of responsibilities, and committed to supporting the team.

Disclaimer

This job posting has been prepared by MAX Consulting Group, Inc. for recruiting purposes. Certain company information and details have been intentionally omitted or generalized to protect the confidentiality of the hiring company.

The responsibilities, qualifications, compensation, benefits, work arrangement, and other information described above are intended as a general summary and may be subject to change.

A complete and official Job Description, including additional details regarding the position and benefits, will be provided to qualified candidates who contact MAX Consulting Group, Inc.

【応募資格】

・Bachelor’s Degreeまたは同等の実務経験があれば尚可

・Administration、Operations、Payroll、HR Administration、Accounting Support、または関連分野での経験があれば尚可

・複数の業務や締切を管理できる高いOrganizational Skill

・数字、記録、書類を正確に取り扱えるAttention to Detail

・業務の優先順位を自ら判断し、最後まで責任を持って対応できる方

・周囲と協力して業務を進められるコミュニケーション能力

・機密情報を扱う上での高いIntegrity、Discretion、Professionalism

・Microsoft Office、特にExcel、Word、Outlookの基本スキル

・Payroll、Employee Benefits、Contract Administration、Business Registration、Regulatory Filingなどの経験があれば尚可

※上記すべての分野における専門知識や経験は必須ではありません。

【給与・福利厚生】

・年収：$70,000～$75,000    1.5 months of annual salary not guaranteed. 

・従業員本人および対象となる扶養子女のMedical Insuranceを会社が100%負担

・ニューヨーク市内オフィスへの通常の公共交通機関による通勤費を会社が100%負担

・401(k) Plan
Company Safe-Harbor Matching Contributionあり

・Paid Time Off（PTO）

・Sick Leave

・その他会社規定による福利厚生

【勤務形態】

入社後、業務や社内プロセスに慣れるまでの数か月間は、基本的にオフィス勤務となります。

業務に十分慣れた後は、会社のポリシーおよび業務状況に応じて、週2日程度のRemote Workを含むHybrid勤務が認められる可能性があります。

【入社予定日】

2026年11月9日を予定しています。

【求める人物像】

Reliable、Organized、Proactive、Trustworthyな方を求めています。

複数の締切や業務を把握し、自ら優先順位を判断しながら、正確かつ期限内に業務を完了できることが重要です。

同時に、周囲と協力し、必要なコミュニケーションを取りながら、チームの一員として業務を進められる方を求めています。

特に重要なのは、給与、従業員、顧客、会社に関する機密情報を取り扱う責任を理解し、安心して業務を任せられることです。

すべての業務分野における専門家を求めているわけではありません。

整理整頓が得意で、責任感があり、新しいことを学ぶ意欲があり、自分の担当業務を主体的に進め、チームをサポートできる方を歓迎します。

【Disclaimer】

本求人情報は、MAX Consulting Group, Inc.が人材募集を目的として作成したものです。

採用企業の機密保持のため、会社名および一部の企業情報については意図的に非公開、または一般化して記載しています。

業務内容、応募資格、給与、福利厚生、勤務形態、その他の条件については概要であり、変更となる場合があります。

正式なJob Descriptionおよび詳細な福利厚生・雇用条件については、MAX Consulting Group, Inc.までお問い合わせいただいた候補者に個別にご案内いたします。