Administrative Specialist

Administrative Specialist — Hybrid | Flex Time | Competitive Benefits

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About the Role

Humble Bunny is a digital marketing agency specializing in helping global brands successfully enter and scale in the Japanese market. We challenge the conventional belief that "Japan is a difficult market" by combining deep cultural understanding with data-driven marketing frameworks — including proprietary systems such as LocaRISE®, TrueCopy, and TrueVP — to build repeatable systems that generate sustained, measurable business results.

As Administrative Specialist, you will play a key role in managing the day-to-day operations of the business across administration, finance, HR, legal coordination, and internal operations. Working closely with the CEO and leadership team, you will take ownership of core administrative functions while helping to improve internal processes and supporting the company's continued growth.

This role goes well beyond traditional administrative work. You will coordinate finance administration, payroll support, HR documentation, legal and compliance processes, vendor management, and company-wide operations — ensuring that internal processes run smoothly and efficiently while enabling the wider team to focus on delivering outstanding results for our clients.

As Humble Bunny operates primarily in English, you will use English on a daily basis for internal communication, documentation, and collaboration. Japanese is essential for handling government procedures, employee documentation, and domestic administrative matters, making this an ideal opportunity for a bilingual administrative professional looking to grow within a dynamic international company.

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Key Responsibilities

Finance Administration

• Manage and issue monthly client invoices
• Monitor and manage accounts receivable, payment due dates, and outstanding invoices
• Coordinate inbound payment confirmations and outbound vendor payments
• Maintain and improve financial administration records and supporting documentation

Payroll & HR Administration

• Coordinate payroll administration with external accountants
• Process employee transportation expenses, reimbursements, and business trip allowances
• Coordinate bonus administration and salary payment schedules
• Manage employee documentation and handle employee administrative requests

Legal & Compliance Coordination

• Coordinate with external legal advisors when required
• Manage NDAs, contracts, and company documentation
• Support visa, permanent residency, and other employee administrative procedures
• Maintain company compliance documentation and records

Company Operations

• Organize financial, legal, and operational documents
• Manage internal administrative systems and company records
• Schedule recurring operational meetings and support leadership activities
• Assist in updating company policies, staff manuals, and internal documentation

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What Makes This Role Unique

• Broad operational role spanning administration, HR, finance, legal, and business operations
• Work directly with the CEO and leadership team with visibility across the entire business
• Daily use of both English and Japanese in a genuinely international working environment
• High level of ownership with real opportunities to lead operational improvements and help scale the business
• Opportunity to play a meaningful part in building and refining operational processes as the company grows

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Requirements

Administrative Experience

• 3+ years of experience in office administration, business operations, HR administration, finance administration, executive support, or a related role
• Proven ability to independently manage administrative and operational functions
• Experience coordinating multiple stakeholders and priorities in a fast-paced environment
• Strong organizational, time management, and problem-solving skills
• Demonstrated ability to handle confidential information with professionalism and discretion

Finance & Operations

• Experience managing invoicing, payroll administration, accounting support, procurement, or general business operations
• Comfortable working with spreadsheets, business systems, and administrative tools
• Ability to maintain accurate records while identifying opportunities to improve operational processes
• Experience coordinating with external accountants, legal advisors, vendors, or other business partners

Communication

• Excellent written and verbal communication skills in both English and Japanese
• Experience coordinating with senior stakeholders, external partners, and cross-functional teams
• Professional, collaborative, and service-oriented communication style
• Strong organizational and follow-up capabilities

Business Skills

• Highly organized with exceptional attention to detail
• Strong analytical and problem-solving abilities
• Ability to improve and streamline business processes
• Able to work independently while managing competing priorities
• Strong sense of ownership, accountability, and confidentiality

Language Requirements

• English: Business level to native — comfortable using English as your primary working language (approximately 75% of daily communication)
• Japanese: Native level or fluent business level sufficient to handle government procedures and administrative documentation

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Preferred Experience

• Experience leading operational improvements or