Job Description

Key Responsibilities

Essential Job Responsibilities may include:

Japanese Expatriates Support

A. Visa & Documentation Processes

• Confirming HMM organizational chart for expats to use in visa process

• Collecting HMM documents (HMM financial statement/ Tax return / DS 156E / Staff list)

B. Onboarding & Orientation

• Updating and innovating for the new hire orientation handbook / documents for new hire Expats and Trainees

• Coordinating the preparation of incoming Expats, Trainees, and local visitors prior to their arrival and sharing the information prepared

• Partnering with other Sr Specialist Expat Support colleague to support and provide orientation and training on the use of various systems for Expats upon their assignment or return

• Send out all the necessary paper works

• Medical checkup follow-up for Expat and family members

• Following up on Expats’ annual vacation

• Creating and supporting monthly presentation materials for Expats as required in meetings

• Documenting Translation Japanese ⇔ English

• Working with Expat Support colleague to coordinate for farewell party, memorial gifts, and other for returning Expats

• Scheduling date for new hire orientation and driving lesson; sending meeting invitations for new Expats

• Coordinating with Comerica bank associate for paperwork, if necessary

• Preparing announcements for all new Expats and/or Trainees and coordinate with HR Administration Specialist to include in New Team Member Announcement

• Securing detail on family status change (e.g., # of family members/ returning family members etc.) detail

• Collecting documents and expense processing relocation costs (i.e.,flight ticket fee, moving allowance, hotel fee)

• Making sure about the trainees' relocation cost and headquarter cost allocation items

• Updating HMM Company Flyer annually with FY financial information available mid-April

• Updating HMM History Flyer as required

• Updating HML Japanese expats list and emergency contact list as required (when new expats and Trainees arrive and return)

• Updating headcount information for HML report

• Notify Payroll Specialist for terminated and returned Expats and Trainees

• Handling private, sensitive business, and confidential information with discretion, tact, and diplomacy

• Composing letters and memoranda sometimes from verbal direction

• Monitoring, screening, responding to, and distributing incoming correspondence including email communications

• Preparing weekly, monthly, and special one-time reports as requested

• Assisting with other administrative functions or special projects as needed, including arranging events, document preparation, agenda publishing, and arranging refreshments

• Providing support for Expats and family when needed (e.g., medical support interpreter, driver's license, and SSN acquisition support)

• Notifying Expats of updates in HMM COVID-related policies

• Translating and explaining to Expats when policies updated

• Creating and updating operations manuals

• Backup support for executive secretary

C. Trainee Visa Process

• Facilitating selection for Trainee’s mentor (employee) and supervisor (local employee)

• Explaining roles to the mentor and supervisor

• Submitting visa application to Cultural Vistas website with approved and agreed upon training placement plan and detail from headquarter, Trainee and local team

• Requesting the Trainee to review the training placement plan with The Institute for Japanese International Practical Training (JIPT)

• Securing signatures on the contract for both Trainee and supervisor from Cultural Vistas and HML.