Administrative assistant

Last application date

2025-05-31

Nefab Japan is part of the Nefab Group which was founded in 1949 and is a world leading global provider of sustainable packaging solutions and logistics optimization services.  Nefab saves environmental and financial resources by optimizing supply chains. We do this by innovating together with our customers to create smarter packaging and logistics solutions while always respecting people and high ethical standards. This contributes to a better tomorrow for our customers, for society, and for the environment.

With more than 75 years of experience combined with competence and presence in more than 38 countries, we offer global solutions and local service worldwide to companies in industries such as Telecom, Datacom, Semicon, Energy, Healthcare equipment, Mining & Construction, and LiB & E-mobility. Nefab Group has over 4700 employees spread across 38 countries, with a yearly turnover of 10.3 BSEK. The owners are the Nordgren/Pihl family and FAM AB, a privately owned holding company within the Wallenberg Ecosystem.

The Administrative assistant is responsible for supporting various functions within the company, including accounting, human resources (HR), purchasing, customer service and sales admin. The ideal candidate will possess excellent organizational skills, strong communication abilities, and a proactive attitude. This position will work at our office in Tech-Pot, West 2F Kanagawa Science Park, 3-2-1 Sakado, Takatsu-ku, Kawasaki-city, Kanagawa, Japan.

MAIN RESPONSIBILITIES

  1. Accounting tasks:
  • Assist in maintaining financial records and processing invoices.
  • Collaborate with the regional financial team to ensure compliance with local regulations as well as Nefab’s regulations.
  • Input, update and maintain data of daily operation into ERP system (Purchase Orders/ Item Codes/ Sales Orders)
  • Follow AR AP with customers/ suppliers
  • Expenses Recordings & Booking
  • Working with Sub-region Finance/Tax Advisory to prepare Tax Declaration and internal reports
  1. Sales administration:
  • Quotation, cost calculations
  • Contract management
  • Sample request
  1. Purchasing, Customer service & logistics:
  • Assist in the procurement process by sourcing suppliers and obtaining quotes.
  • Support the negotiation of terms and conditions with suppliers.
  • Handle customer inquiries via phone, email, or in-person.
  • Assist in resolving customer complaints and issues promptly.
  • Maintain customer records and assist in the preparation of reports on customer.
  • Coordinate with forwarders, shipping lines and transportation providers to ensure accurate shipping, export/import and customs documents.
  • Prepare bills, invoices and payment requests for the service used accordingly.
  1. People and Brand supports:
  • Collaborate with the regional People and Brand team support HR function in onboarding, employee survey, employee engagement activities.
  • Support regional People and Brand Director in Marketing administration tasks in Japan.
  • Maintain employee records and assist with payroll processing.
  1. Other tasks as assigned by Managing director.

 

MINIMUM EXPERIENCE AND EDUCATION REQUIREMENTS

EDUCATION

  • Bachelor's degree in Business Administration or related field.

EXPERIENCE

  • 5 years of experience in the same role at manufacturing or logistics companies.
  • Familiar with Japan accounting standards, Import/Export activities.

LANGUAGES

  • Japanese native speaking or equivalent
  • Good at English (verbal communication and writing)

SKILLS AND COMPETENCES

  • Ability to work independently and as part of a team.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
  • Good knowledge in logistics and trading terms and conditions.
  • Hands-on experience in import, export area.
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