White Rabbit Japan

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Administrative Assistant

  • Operations
  • Full-time
  • Yokohama, JP

2021-11-01 05:04:20 UTC

White Rabbit Japan is working to elevate e-commerce between Japanese sellers and overseas buyers. At the core of this effort are our White Rabbit Express and Blackship products. White Rabbit Express makes buying from Japan hassle-free for tens of thousands of people and businesses worldwide. Blackship makes it faster and easier for businesses and individuals to forward packages from Japan.

We are looking for a bilingual (Japanese, English) Administrative Assistant to join our Back-office Operations team.

Operations is at the core of our business. As Administrative Assistant for Back-office Ops you'll coordinate with our Buyers, Customer Support team, and Fulfillment team to ensure positive customer outcomes for a wide range of issues.

Because of our large user base, rapid growth, and the fast pace of our operations, this role is critical, not only for White Rabbit but for the future of Japan's global e-commerce.

As an Administrative Assistant, you'll coordinate with our shipping partners to handle prohibited items, returned packages, and insurance claims in Japanese. And keep our customers updated in English.

We'll also depend on you to resolve issues with our vendors; such as, missing packages, damaged items, returns, and refunds.

As an Administrative Assistant, you'll:

  • Handle returns processing and insurance claims, coordinating with customers and shipping partners by email or phone,

  • Prepare shipping documents and customs declarations for our daily shipments,

  • Contact vendors in Japanese to resolve missing packages, damaged items, and returns, and keep customers updated when appropriate.

  • Handle inbound phone calls (about 10-15 per day).

  • Troubleshoot receiving issues for our fulfillment team,

  • Various other back-office tasks as needed.

You may be a good fit if:

  • You thrive in a fast-paced, diverse workplace.

  • You're a fast learner who enjoys problem-solving

  • You're organized and adept at staying on top of things and ensuring nothing slips through the cracks despite multiple competing deadlines.

  • Self-starter - Able to work with minimal supervision

  • Have a knack for operational excellence and delivering positive outcomes to both internal and external customers.

  • Can touch-type in English at 60 words per minute or better.

  • Intensive experience with various business software apps for data-processing, project management, and team communication (such as Google Sheets, ClickUp, Airtable, Slack, Quickbooks, or similar.)

Nice to have

  • Experience working at a startup.

  • Two years of experience as an office assistant or similar role.

"Nice to have" really means "nice to have." You may not have any of these and are still an excellent fit for the team.