Hiroko Takahashi
Administrative Assitant
2-5-14-408 Higashiyotsugi, Katsushika-ku, Tokyo 124-0014
Summary
Organized and dedicated Administrative Assistant with proven track record of providing exceptional customer service in fast-paced environments. Offering keen attention to detail and strong decision making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments.
Overview
16
16
years of professional experience
5
5
years of post-secondary education
2
2
Languages
Work History
Administrative Assistant
Quantum Design Japan, Inc.
Tokyo
04.2020 - Current
- Offered technical support and troubleshot issues to enhance office productivity.
- Interacted with vendors to purchase and set up equipment and services.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Documented and distributed meeting notes to identify, analyze and improve workflows.
- Managed system support functions to set priorities and service levels expectations.
- Led project teams through design, construction and launch process.
- Seamlessly interacted with colleagues to plan and complete special projects.
- Prepared presentations, materials and documentation for use executives in meetings and engagements.
- Negotiated and arranged transport of goods with shipping or freight companies.
- Kept supplies in sufficient stock by monitoring levels and submitting replenishment orders before depleted.
- Completed scheduled inventory counts and supply audits to track shrinkage and inform purchasing decisions.
- Trained 4 administrative assistants to ensure attention to detail and adherence to company policies.
- Handled all tasks related to export and import arrangements.
Administrative Assistant
Nemoto Kyorindo Co., Ltd.
Tokyo
04.2019 - 03.2020
- Kept deliveries in line with import and export laws to minimize delays.
- Processed and entered customer orders into database and provided proactive customer service for accounts.
- Managed relational database to store information for reference, reporting and analysis.
- Clarified customer issues and determined root cause of problems to resolve product or service complaints.
- Prepared and processed import and export documentation according to customs regulations, laws or procedures.
- Maintained open communication with customers and overseas partners to update all parties on order and shipping changes.
- Restocked supplies and submitted purchase orders to maintain stock levels.
Administrative Assistant
Asahi Roll Co., Ltd.
Tokyo
01.2013 - 03.2019
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Conducted onboarding to help new hires adjust to administrative and performance aspects of jobs.
- Recorded meeting minutes to provide historical account of actions, measure progress against strategic plan and drive accountability.
- Verified accurate account invoicing through collaboration with accounting department.
- Maintained relationships with material vendors to lower costs and diversify capabilities.
- Updated spreadsheets and databases to track, analyze and report on performance and sales data.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Used advanced software to prepare documents, reports and presentations.
- Answered product and service questions, suggesting other offerings to attract potential customers.
- Prepared various import, export and supplier forms for customs submittal.
- Consulted with suppliers and agents to arrange proper in-transit permissions to ship to various locations.
- Advised customers on transportation options, types of carriers or shipping routes.
- Obtained competitive rates and space with airlines, steamship lines, and trucking companies.
- Worked directly with production personnel to resolve production scheduling issues and conflicts.
- Investigated and adopted optimal shipping and receiving strategies by selecting best carriers, routes and methods to minimize costs and enhance schedules.
Administrative Assistant
Hosei University
Tokyo
04.2009 - 12.2012
- Executed record filing system to improve document organization and management.
- Edited panphlets and documents to improve accuracy of language, flow and readability.
- Organized envelopes, postage and mail correspondence for staff and leadership.
- Provided clerical support, addressing routine and special requirements.
- Created posters and pamphlets using illustrator.
- Purchased and maintained office supply inventories.
- Greeted visitors and determined the appropriate point person and meeting time for their specific situations.
Administrative Assistant
Fujifilm Co., Ltd.
Shizuoka
04.2004 - 08.2006
- Wrote and enforced administrative procedure plans to reduce errors and prevent process delays.
- Planned and established production schedules and optimized control levels for diversified manufacturing operations.
- Kept documentation and records accurate and up-to-date with latest data to prevent errors in processing or delivery.
- Completed physical inventory counts each month.
- Developed and implemented performance improvement strategies and plans to promote continuous improvement.
- Used coordination and planning skills to achieve results according to schedule.
- Developed and maintained courteous and effective working relationships.
Education
- English Literature
Sophia University
Tokyo 04.1999 - 03.2004
Skills
Office administration
Process optimization
Spreadsheet management
Performance improvement
Relationship building
Customer follow-up
Billing and Invoicing
Complex transaction processing
Verbal and written communication
Tech-savvy
Inventory management procedures
Deadline and scheduling management
Shipping Documentation
Operational efficiency
Shipment coordinating
Import/export requirements knowledge
Timeline
Administrative Assistant
Quantum Design Japan, Inc.
04.2020 - Current
Administrative Assistant
Nemoto Kyorindo Co., Ltd.
04.2019 - 03.2020
Administrative Assistant
Asahi Roll Co., Ltd.
01.2013 - 03.2019
Administrative Assistant
Hosei University
04.2009 - 12.2012
Administrative Assistant
Fujifilm Co., Ltd.
04.2004 - 08.2006
- English Literature
Sophia University
04.1999 - 03.2004