HOUAG - Sr. Admin and Event Specialist

HOUAG - Sr. Admin and Event Specialist

Position Summary

This position is responsible for providing administrative support to the Corporate Service Administration & CSR Department (NYCAG) and is located in one of the Regional Offices. The incumbent is responsible for supporting office administration including maintenance and vendor relations as well as payment processing & allocations etc.  Additionally, the position involves supporting and managing various ringi applications and procedures, requiring coordination with the US, Latin America, Canada, and Tokyo offices.  The role also involves supporting non-routine administrative and CSR-related projects for Mitsui USA regional offices.The incumbent assist with projects as directed by the Department Manager and/or General Manager, adhering to guidelines, policies, and procedures set by NYCAG and Mitsui USA. The incumbent is responsible for managing Mitsui USA's executive company house, including event planning, coordination, and overseeing maintenance, service providers, and expenses (payment processing, allocations, and fixed asset reconciliation). Additionally, they assist the Southern State Regional Officer (SSRO) with ongoing administration of the division and group companies, as well as other tasks as requested by the SSRO. The position works under general supervision, reporting to the NYCAG GM (primary) and SSRO (secondary).

Principal Duties and Responsibilities

• Manage routine administrative tasks for the department, including processing payments, allocations, and memos for Mitsui USA offices, under general supervision.
• Provides primary administrative functions to the Corporate Service Administration & CSR Department;
• Processes administrative payments, allocations, debit and credit memos for Mitsui USA offices.
• Review and coordinate Ringi applications from the Americas region, liaising with Tokyo departments as necessary.
• Coordinate and manage various projects including coordinating Holiday Party CSR events, and other office events in line with NYCAG & MUSA Guidelines.
•  Oversee planning, coordination, and execution of company house events, ensuring smooth operation and handling any related requests.
• Manage the company house, including purchasing household items, overseeing maintenance services, and managing company house assets and inventory (including fixed asset reconciliation).
• Processes company house payments.
• Supervises housekeeper and service providers ensuring the upkeep of the company house
• Act as a backup for various other functions within the department when needed
• Assist the SSRO (Southern State Regional Officer) in the ongoing administration of the division and group companies.
• Coordinate and assist with other tasks as requested by the SSRO, providing additional support when needed. Perform all duties with initiative, professionalism, and tact, ensuring effective communication with both internal and external stakeholders.
• Other duties as assigned by the manager or general management.

Required Knowledge, Skills, Training and Experience

• Minimum five (5) years’ experience or a combination of training and experience which indicates the ability to do the job.
• Knowledge of and experience in the U.S. Energy Industry.
• Bachelor’s degree in Business, Economics or Accounting, or the knowledge and skills generally acquired through accounting work in a corporate environment. 
• Multilingual is preferred.  Japanese/Spanish/English at a native level (reading, writing, speaking).
• Excellent mathematical and analytical skills required, as well as speed and accuracy in meeting deadlines for the accounting closings. 
• Requires thorough knowledge of Microsoft Office(Outlook, Word, Excel and PowerPoint.) 
• Knowledge of and experience inSAP as well as several in-house and/or professionally produced software packagesis desired.
• Should possess the ability to adapt to a cross-cultural environment.