Office Manager-Bilingual

Description

TOK America - A Subsidiary of Tokyo Ohka Kogyo Co., Ltd.

TOK America, Inc. plays an extremely important part, serving as the supply hub of semiconductor photoresists and high-purity chemical agents for the customers in United States and Europe. We are a wholly owned subsidiary of a world leader in advanced chemical formulations. Our company has consistently pursued programs of research and development of superior new technologies and new technical methodologies based on the following management principles: “continue efforts to enhance technology,” “raise the quality levels of products,” “contribute to society” and “create a frank and open-minded business culture”.

Company Perks:

• Medical, dental, and vision insurance - TOK pays 100% of the premiums for all employees
• 401(K) with company match
• Paid life insurance
• 15 paid Holidays
• Generous paid time off
• On-the-job training and skill development
• Employee assistance program

Section: TOKCCA

Status: Exempt

Schedule: Monday-Friday 9am-6pm 

Visa Sponsorship Available: No

SUMMARY: 

Function: Provide office management, administrative, and operational support for the office and TOKCCAZ staff, including coordination with internal departments and external parties as required.

Scope: The office manager will be responsible for overseeing all administrative functions to ensure smooth and efficient office operations, including managing resources, procedures and employees’ needs.

ESSENTIAL JOB FUNCTIONS: 

The essential functions of this position require prioritizing and completing all assigned tasks in a timely and efficient manner, adjusting for changing priorities and availability of resources, and demonstrating initiative in identifying additional job-related tasks to be completed when time permits. The amount of time performing each function may vary day-to-day. All duties shall be performed in an efficient and professional manner in accordance with the company policies and under the direct supervision of a designated supervisor. 

1. Interpret, distill, and present complicated and/or technical information to employees, customers, and others in understandable and relatable terms to aid and enhance levels of understanding and implementation.

2. Use and operate a computer, office equipment and other technology devices frequently and consistently throughout each day with a high degree of skill, accuracy, and independent judgment for the purpose of reviewing, analyzing, creating, transmitting, and presenting documents, data, and other business-related information.

3. Provide effective communication within the office and among team members, including disseminating important information and updates and acting as liaison between the Vice President and team members.

4. Provide clerical support when needed to assist clerical staff with assigned administrative duties such as answering phones, sorting and distributing mail and preparing documents.

5. Ensure the office is well stocked with necessary supplies, from stationery to pantry items, by maintaining inventory and ordering or picking up supplies as needed.

6. Coordinate meetings, appointments, outside training, travel arrangements and office team-building activities.

7. Maintain and organize important documents, records and files for reference, compliance and smooth office operations.

8. Create and write SOPs, data and forms.

9. Create training material for all TOKCCAZ positions.

10. Oversee the maintenance of office facilities, ensuring everything is in good working condition.

11. Coordinate repairs, manage janitorial services and ensure the workplace is safe and comfortable for all employees.

12. Coordinate and ensure proper sample deliveries to customers as needed.

13. Build strong relationships with reliable vendors to ensure timely service and high-quality work.

14. Conduct monthly, quarterly and annual audits for internal and external stakeholders.

15. Partner with the TOKA HR team and assist during the recruitment and hiring process on recruitment status, setting up workstations, completion of necessary training and collecting documentation for new hires.

16. Act as a point of contact for TOKCCAZ staff regarding office policies, and work with the TOKA HR team regarding questions pertaining to benefits, other HR related queries, and required compliance postings.

17. Serve as the primary liaison for TOKCCAZ when collaborating with internal departments (e.g., IT, HR Accounting, Finance, etc.) and/or external stakeholders (e.g., customers, vendors, auditors, etc.) to coordinate and drive project-based initiatives as required.

18. Actively demonstrate high levels of employee engagement, coachability (e.g., receiving and incorporating business-related feedback and instruction with a positive and growth-oriented mindset) to achieve desired outcomes, and accountability for personal performance and its impact on others' ability to do their job well.

19. Perform other necessary duties and tasks as requested.

Periodical

Attending annual and/or quarterly refresher courses related to hazardous waste management and handling, general safety, quality management, and environmental management. 

SUPERVISION: 

Receives: Direct supervision is provided by the Sales Manager or Vice President. Completed work is periodically reviewed for accuracy, completeness, and compliance within established guidelines.

Given: Oversees the daily work activities of the office.

Requirements

 REQUIRED EDUCATION & EXPERIENCE: 

Bachelor’s degree (B.A. or B.S.) in business administration or management or related field. 

Minimum of two years’ of administrative and clerical experience. Proficiency in MS Office, Excel, PowerPoint, and Outlook. 

REQUIRED PERSONAL SKILLS: 

1. Ability to multitask and prioritize tasks as needed. 

2. Excellent interpersonal communication skills. 

3. Well organized and resourceful. 

4. Ability to complete tasks with minimal assistance or supervision. 

5. Ability to communicate fluently in English and Chinese (verbal/written). 

6. Excellent time management skills with a proven ability to meet deadlines.

WORKING ENVIRONMENT: 

This position requires employee to remain alert and observe surrounding areas and conditions to identify, recognize, and respond to potential obstacles, safety concerns, hazards, threats, property conditions requiring attention, unauthorized and/or dangerous persons, and emergencies. The work environment conditions described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

This position primarily works in a temperature-controlled, sometimes high-pressure office environment. Our office spaces include traditional office lighting (including fluorescent lighting), traditional office furniture, shared office space and restrooms, and facilities that include consistent and frequent noise (often louder than ambient noise), conversations among employees and customers, interruptions, and other similar distractions. Performing work in a typical office environment may also include exposure to ordinary and typical odors, scents, perfumes, and other airborne odors associated with people congregating, working, and sharing space together. We cannot guarantee a 100% scent-free work environment.

JOB RELATED PHYSICAL DEMANDS:

· Work for extended periods of time in a stationary position (possibly up to 60 minutes or more without an opportunity to substantially change position) while consistently grasping, moving, and manipulating documents, office supplies, computer equipment, and other business tools and materials.

· Move to, from and within our building and across company-related property or field site locations with consistently uneven terrain. Movement to, from and within property locations may occur during inclement weather, extreme temperatures, rain or snow, strong winds, and during low visibility and low light conditions (e.g., evening, early morning, fog, etc.).

OTHER: 

Personnel must successfully complete a program of on-site classroom instruction or on-the-job training that teaches them to perform their duties in a way that ensures compliance with all job requirements. Prior experience and/or certification that can be verified will be considered in evaluating training requirements. 

FURTHER JOB REQUIREMENTS: 

Must possess a reliable means of transportation to and from work. 

Note:  

Employment is contingent upon a satisfactory background check and a pre-employment drug screening, including THC, in accordance with federal guidelines.
TOK America is an Equal Employment Opportunity Employer and complies with all applicable federal, state, and local nondiscrimination laws.
TOK America is an FMLA-qualified employer: https://www.dol.gov/agencies/whd/posters/fmla

Know your rights: https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Polygraph Protection: https://www.dol.gov/sites/dolgov/files/WHD/legacy/files/eppac.pdf

Direct applicants only. Recruiters please don't contact this job post. Do NOT contact us with unsolicited services or offers.