ADMINISTRATION & OPERATIONS ADMINISTRATOR

At ScentAir, we create billions of memorable experiences each year with our innovative scent delivery solutions for various environments, including restaurants, healthcare offices, and retail stores. As leaders in scent marketing, we proudly serve clients like Marriott, Westin Resorts, Novotel, Crown Resorts, CBRE, American Airlines, and Zara Home, showcasing our commitment to excellence.
We prioritize employee growth within our vibrant culture and have brought scent marketing to over 50,000 clients in more than 120 countries. Our advanced scent diffusion technology and extensive fragrance library empower businesses to enhance their brand and create extraordinary experiences for customers.
Join our passionate team and help shape impactful scents that leave a lasting impression! Discover more about ScentAir’s fragrances and innovations at: https://scentair.com/.
ADMINISTRATION & OPERATIONS ADMINISTRATOR
LOCATION: Central Tokyo, Japan
REPORT TO: Finance & Administrative Officer, Japan
KEY TASKS & RESPONSIBILITIES

• ACCOUNTING 
  • Perform monthly invoicing processes, which include sending invoices to customers, checking the status of automated invoice sending in the system, and confirming the collection status.
  • Serve as the main contact for local banks, providing support for bank-related activities such as:
  • Making monthly foreign transaction payments at the bank teller counter, processing tax payments, and more.
  • Assist with vendor payment activities as needed.
  • Support the supervisor with any ad-hoc accounting tasks assigned.
• OPERATIONS
  • Handle the postings of shipments for the Japan office in our ERP system.
  • Translate the daily incoming distributors’ and one-time sales orders (received via WINFAX and email) and forward them to the dedicated Hong Kong Operations Team.
  • Serve as the main point of contact for Japan shippers and third-party warehouses as needed.
  • Send the delivery notes to the assigned customers by fax and e-mails.
  • Handle various ad hoc Operations tasks that require local expertise and support.
• OFFICE ADMINISTRATION 
  • Receive and manage incoming calls.
  • Handle and organize incoming and outgoing mail and couriers; forward mail and parcels to recipients in Japan and Hong Kong.
  • Coordinate with building facility management to address office administration needs.
  • Maintain and update the company’s property records, particularly regarding onboarding and offboarding processes.
  • Manage general office administration tasks, including maintaining an internal contact list, procuring and replenishing office supplies, overseeing printer contracts and repairs, validating rental receipts, and filing office documents.
  • Oversee office LAN line services, including contracts and repairs.
  • Organize company events as needed.
• IT 
  • Support the Hong Kong IT Team with IT issues such as computer and accessory inventory records, device maintenance, internet and Wi-Fi router maintenance, contacting local IT vendors, mobile phone inventory maintenance, and organizing the corporate phone plan.
• OTHERS
  • Provide sales support as required.
  • Provide HR local support and local job ad translation if needed.
  • Serve as an ad-hoc interpreter for senior executives during face-to-face or online meetings with local clients.
  • Address ad-hoc assignments delegated by supervisors and management.

SKILLS & QUALIFICATIONS

• Diploma or higher in Sales, Supply Chain Management, or Business Administration
• Minimum of 2 years of experience in customer service and/or administration
• Well-organized and service-oriented; a good team player
• Strong problem-solving and communication skills
• Ability to manage multiple tasks simultaneously
• Experience with ERP and CRM systems is a plus
• Proficient in Microsoft Word, Excel, and PowerPoint
• Native Japanese speaker or JLPT N2 level or above, with a good command of spoken and written English preferred
• Immediate availability is preferred

ScentAir is looking for talented individuals to join our team. We offer a competitive compensation package, comprehensive benefits, and exciting career development prospects.
If you’re ready to take the next step in your career, we want to hear from you! Click "Apply Now" or e-mail to [email protected] to submit your full resume along with your current or expected salary and availability.
At ScentAir, we pride ourselves on being an Equal Opportunity Employer. We are dedicated to fostering a diverse and inclusive culture where every skill, experience, and perspective is celebrated. Join us in creating a vibrant workplace!
All applications will be treated in the strictest confidence. Personal data provided will be used for recruitment purposes only. Only shortlisted candidates will be notified.