Administrative Assistant, ESD

Mitsubishi Heavy Industries America, Inc. (MHIA) is looking for an Administrative Assistant, ESD to join our team. This is a Part-Time role based out of our Houston, TX Office.

ABOUT MITSUBISHI HEAVY INDUSTRIES AMERICA, INC. (MHIA):

For over 130 years Mitsubishi Heavy Industries (MHI) Group’s innovative and integrated solutions have demonstrated our commitment to creating a positive social impact around the globe. Our range of products and services are tailored to meet our customers’ evolving needs across the commercial aviation, energy, transportation and infrastructure, machinery, defense and space systems sectors.

Our culture embraces diversity and cooperation, and we promote a healthy balance of professional and personal development, ensuring that your ideas and expertise are valued and respected.

SCOPE:

The Administrative Assistant in the Engineering Services Division (ESD) provides comprehensive administrative support to ensure the efficient operation of the division. The role includes coordinating business meetings, managing office supplies, and supporting local and international project members, especially those on long-term business trips and Global Assignment. This position requires strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously in a fast-paced enviornment.

JOB RESPONSIBILITIES:

• Coordinate business meetings, manage schedules, and assist with travel arrangements for staff members and visitors.
• Receive and manage incoming calls, packages, mail and other deliveries.
• Greeting guests upon arrival and notifying the appropriate party; offering and serving refreshments to staff and visitors
• Purchase, lease, and manage office supplies, furniture, and equipment.
• Receive and review bills, determining the appropriate section and project for charges.
• Coordinate and negotiate with office-related vendors.
• Create and maintain office documents, spreadsheets, and presentations as instructed, including updating organizational charts.
• Control both hard copy and electronic documents as instructed; handle mailing, copying, and filing of documents.
• Maintain IT devices (e.g., cell phones, Wi-Fi, PCs) and manage fixed assets in both office and construction sites
• Provide active support for construction projects and project members from Japan, including relocation assistance, housing, transportation, IT devices, and company registration procedures.
• Arrange payments for apartments, allowances, rental cars, and other expenses from the division’s bank account, including maintaining the account and performing monthly closings.
• Maintain and report on the members’ list as required; provide ongoing support for project members on urgent issues.
• Track and report cost actuals for the division’s ongoing projects, ensuring accurate and timely financial updates.
• Prepare invoices for customers, update the status of payments and invoice lists, and support cash applications and accounts receivables as needed.
• Perform vendor invoice control, including processing in ESM, preparing slips in SAP, scanning documents, handling urgent payments, and maintaining an invoice control sheet.
• Facilitate communication with third-party accounting vendors to ensure smooth invoice control and avoid misunderstandings.
• Handle vendor registration and timesheet-related tasks, including preparation, follow-up, and approval processes.
• Support month-end closing activities, such as preparing transfer journal entries and assisting with accounting audits.
• Maintain company and division’s administration and internal procedures according to company policy, including reporting to headquarters (e.g., Mitsubishi logo, donation, membership).
• Support internal and IT audits as required.
• Assist in the preparation and execution of company events.
• Provide general administrative support for other duties as assigned by the company.

MINIMUM REQUIRED QUALIFICATIONS & SKILLS:

• Education Requirement: Associate degree. Additional years of experience may be used in lieu of a 2-year degree.
• Experience: Minimum of 3 years of administrative experience within a similar or related role.
• Any special skills/training/certifications:
  • Experience in Microsoft Office applications (PowerPoint, Word, Excel, and Outlook)
  • Excellent organizational skills, including attention to detail and the ability to simultaneously manage and deliver multiple priorities.
  • Excellent communication and interpersonal skills.
  • Japanese bi-lingual preferred.
  • Proactive nature.

WORKING CONDITIONS:

• Travel: Up to 5%
• Fully onsite
• Standard Monday through Friday work week.
• Weekend/late night work when necessary.
• Lifting/physical requirements: Regularly required to sit for long periods, stand, walk, talk and/or hear. Frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Why Should You Apply?:

• Excellent Benefits (Medical, Dental, Vision & 401K Matching)
• Company-provided STD and LTD
• Parental Leave
• Company-Provided Life Insurance and AD&D
• Paid time off: vacation, sick time, personal time and 15 holidays
• Tuition Reimbursement Program
• Behavioral health support
• Committed to quality products and services.
• Great working environment and culture

MHIA is an Equal Employment Opportunity (EEO) employer actively seeking to diversify the workforce and is committed to a policy of equal employment opportunity. Therefore, all qualified applicants are strongly encouraged to apply.

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