Specialist Expatriate Support

Job Type: Location Type: Not Specified

 

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.