Bilingual Operations Specialist (Japanese & English)

Key responsibilities will include:

Import Operations & Logistics
Coordinate end-to-end import activities for equipment, spare parts, and operational shipments into Korea.
Review shipping documentation including Commercial Invoices (CI), Packing Lists (PL), Certificates of Origin (COO), and HS classifications.
Request and follow up on documentation corrections with suppliers.
Prepare and issue customs pre-notification documentation to brokers.
Coordinate shipment schedules with suppliers, logistics providers, hospitals, and internal stakeholders.
Manage customs clearance activities, responding to customs enquiries and providing supporting certificates and documentation.
Support classification and HS code related investigations and resolutions.
Arrange and coordinate final delivery schedules with customers, hospitals, and carriers.
Manage incoming and outgoing inspection activities, ensuring issues are identified and resolved promptly.
Maintain accurate shipment records, cost tracking, and operational documentation.
Escalate and manage shipment exceptions including customs delays, schedule changes, documentation issues, and re-submissions.
Legal Entity Administration
Support operational administration of the Korean legal entity.
Manage supplier invoices and operational payments.
Monitor legal entity compliance requirements and ensure business registrations remain current.
Coordinate operational activities related to government filings and documentation.
Track utility payments, local taxes, and statutory obligations.
Support company credit maintenance and tender eligibility requirements.
Liaise with external service providers and government agencies when required.
Finance & Account Administration
Manage tax invoice administration and associated documentation.
Coordinate with Finance, tax agents, and auditors regarding corporate tax and VAT requirements.
Support accounts payable and operational expense administration.
Maintain records associated with income tax and indirect tax submissions.
Liaise with company banking partners regarding operational banking activities.
Ensure financial records are accurately maintained and readily available for audit purposes.
HR Operations Support
Maintain employee records and personnel files in accordance with local legislation.
Manage employee documentation required for onboarding, employment changes, and offboarding.
Support administration of company insurance programmes and employee benefits.
Maintain documentation required for tender submissions and regulatory compliance.
Coordinate employment verification and administrative HR requests.
Ensure confidentiality and security of all employee data and records.

Essential Skills & Experience

3+ years' experience in operations administration, logistics coordination, import/export administration, supply chain support, or business operations.
Experience working with customs clearance and import documentation.
Strong understanding of Korean business administration and operational compliance requirements.
Experience liaising with government agencies, customs brokers, and external service providers.
Strong Microsoft Office skills, particularly Excel, Word, and Outlook.
Attention to Detail
Communication & Stakeholder Management
Problem Solving
Organisation & Time Management
Customer Service Focus
Compliance & Governance Awareness
Financial Administration
Continuous Improvement Mindset
Accountability & Ownership
Ability to Work Independently
Excellent organisational and record-management skills.
Fluent in Korean and business-level English and Japanese
Ability to manage multiple priorities in a fast-paced environment.

Desirable Skills & Experience

Experience within medical devices, healthcare, technology, manufacturing, or regulated industries.
Experience using ERP systems such as Sage, SAP, Oracle, or equivalent.
Knowledge of Korean import regulations and HS classifications.
Experience supporting tender submissions and legal entity administration.