Japanese Business Development Executive Coordinator

Job Title: Japanese Business Development Executive Coordinator

Location: Miami, Florida (Onsite)

Reports To: Chief Operating Officer (COO) and Chief Commercial Officer (CCO)

Position Overview:

The Japanese Business Development Coordinator will provide critical administrative and operational support to the COO and Operations Department. This role focuses on coordination, documentation, and communication to ensure seamless business processes and exceptional service for Japanese clients. The ideal candidate will be bilingual in Japanese and English, highly organized, detail-oriented, and experienced in administrative roles within the freight forwarding and logistics industry.

Key Responsibilities:

Administrative Support:

• Must speak fluent Japanese and English
• Prepare, proofread, and manage documentation, including presentations, reports, and proposals, in both Japanese and English.
• Schedule and coordinate meetings, including preparing agendas, translating materials, and ensuring follow-ups are completed.
• Maintain accurate records and databases related to client accounts, operations, and business development activities.

Client Coordination:

• Serve as a point of contact for Japanese clients and internal Japanese business partners, responding to inquiries and providing timely updates.
• Translate communications and documents as needed to support effective collaboration between internal and external Japanese teams.
• Track client requests and requirements, ensuring their needs are addressed promptly and professionally.
• Establish and maintain strong relationships with Japanese clients and internal Japanese business partners, understanding their logistics requirements, and ensuring exceptional service delivery.
• Provide high-level administrative support to the COO, and multiple VPs, who interact with leadership globally.
• Manage complex calendars, schedule meetings, and coordinate executive appointments across multiple time zones, both domestically and internationally.
• Organize and coordinate executive travel arrangements, including international flights, accommodations, ground transportation, and detailed itineraries.
• Assist with budget tracking and expense reporting for executives, ensuring accuracy and adherence to company policies.
• Utilize project management tools such as Asana to assist in organizing and tracking projects and meeting deadlines.

Proposal Development:

• Collaborate with internal teams to develop tailored proposals and presentations that address the specific needs of Japanese clients.

Operational Support:

• Collaborate with internal teams to facilitate the implementation of client-specific logistics solutions.
• Monitor the progress of shipments, tracking key milestones, and communicating updates to clients and stakeholders.
• Assist in coordinating and managing service agreements, contracts, and compliance documentation.

Cross-Cultural Liaison:

• Support the COO and other leaders in navigating cultural nuances to enhance communication and collaboration with Japanese clients and partners.

Key Qualifications:

• Language Proficiency: Fluent in Japanese and English, with strong verbal and written communication skills in both languages.
• Educational Background: Bachelor’s degree in Business Administration, International Relations, or a related field. MBA preferred.
• Experience: 2 years of administrative or operational support experience, ideally in the freight forwarding or logistics industry.
• Organizational Skills: Excellent time management and organizational abilities, with strong attention to detail.
• Tech Proficiency: Proficiency in MS Office Suite (Word, Excel, PowerPoint) and familiarity with logistics systems (e.g., CargoWise) is a plus.
• Interpersonal Skills: Strong customer service orientation, cultural sensitivity, and professionalism in all interactions. Exceptional interpersonal skills to build and maintain relationships with clients and internal teams.
• Cultural Competence: Deep understanding of Japanese business etiquette, culture, and market dynamics.
• Communication Skills: Excellent verbal and written communication skills, with the ability to effectively present information and negotiate with clients.
• Analytical Skills: Strong analytical abilities to assess market trends and client needs.
• Problem-Solving: Proactive problem-solving skills with a focus on client satisfaction.

EFL Core Competencies:

• Teamwork: Works collaboratively across teams to achieve common goals.
• Service Excellence: Demonstrates commitment to exceeding client expectations.
• Adaptability: Adjusts to changes in priorities and market dynamics with a flexible approach.
• Results-Oriented: Strives to complete tasks efficiently and deliver high-quality outcomes.
• Communication: Communicates effectively and respectfully across cultural and professional boundaries.

We can not offer sponsorship this time.

Must be a US Citizen based out of Miami Florida.