Hino Motors, Ltd. is a global manufacturer and has for seven decades proudly manufactured the number one selling medium and heavy-duty trucks in Japan. Hino Motors, Ltd. also manufactures buses, diesel engines, and Toyota’s FJ Cruiser and Land Cruiser Prado.

In the United States, Hino Motors Manufacturing U.S.A. manufactures medium and heavy-duty trucks, passenger vehicle components, and distributes service parts. We are located in four states: Our corporate offices are located in Novi, Michigan; we assemble medium and heavy-duty trucks at locations in Mineral Wells and Williamston, West Virginia; we manufacture passenger vehicle components in Marion, Arkansas; and we distribute service parts to Latin America and the Caribbean from Mira Loma, California.

The Sr Specialist will be located in Novi, Michigan and will report to and support HML Dispatchees, Trainees and Visitors in the Human Resources team. The successful candidate will have excellent interpersonal, communication, and organizational skills. Three years or more administrative experience is required for this position.

Key Responsibilities

Japanese Expatriates Process

• Update organizational chart for expats visa process
• Collect documents (financial statement/ Tax return / DS 156E / Staff list)
• Trainee Visa Process
• Facilitate selection for trainee’s mentor (employee) and supervisor (local employee)
• Explain roles to the mentor and supervisor
• Complete the visa process through Cultural Vistas website based on the training placement plan
• Request the trainee to review the training placement plan with The Institute for Japanese International Practical Training (JIPT)
• Sign off the contact both trainee and supervisor from Cultural Vistas HML Japanese Dispatch Support
• Send out all the necessary paper works for the Dispatchees
• Medical checkup follow-up for Dispatchees
• Annual vacation follow-up for Dispatchees
• Work with AM Benefits to coordinate open enrollment (Send out the meeting invite for all Dispatchees)
• Send out the all the contact list to all Japanese dispatchees
• Create dispatch's PPT file for monthly meeting
• Coordinate for farewell party for returning dispatch
• Collect the signing book and gifts for returning dispatch; work with Administrative Assistant President to order the gift "things to remember" for Japanese expats
• Setup the date for new hire orientation and driving lesson / send the meeting invite for new expats
• Send out the prepared information before Dispatchee, Trainee and local Visitor arrivals
• Create the orientation handbook / documents for new hire Dispatchees and Trainees
• Complete Izumi information form for new Dispatchees and Trainees and forward to Payroll Specialist
• Notify Payroll Specialist of Dispatchee or Trainee address change after they move into new house
• Coordinate with Comerica bank associate for paper work if necessary
• Send out the updated contact list for all employees
• Send out announcement for all new Dispatchees and/or Trainees
• Schedule PCR testing for new Dispatchee hires
• Collect expat's vehicle information (types of company vehicle/ gas usage / % of personal vehicle usage) from Specialist Administration and Dispatchees
• Inform family status change to accounting firm (# of family members/ returning family members etc.)
• Collect the relocation cost (i.e., flight ticket fee, moving allowance, hotel fee)
• Make sure about the trainees' relocation cost/ HML's responsibility Item
• JBSD Invoice Process
• Update Company Flyer annually with FY financial information available mid-April
• Update History Flyer as required
• Update Japanese Dispatchee list and emergency contact list as required (when new Dispatchees and Trainees arrive and return)
• Update headcount information for HML report
• Notify Payroll Specialist for terminated and returned Dispatchees 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.

Education & Experience Requirements

• High school diploma required. Associate degree preferred.
• 3 years’ work experience in administrative or general office required.

Required Skills

The successful candidate must demonstrate the following: the highest degree of integrity and confidentiality; the ability to effectively communicate with etiquette by being professional, diplomatic, and tactful in manner; be a highly motivated team player able to develop and maintain collaborative relationships inside and outside of the Human Resource department; the ability to plan, schedule, and organize tasks to achieve goals within or ahead of established time frames; the ability to be flexible and supportive; ability to personally provide high level interactive services to others, and proactively address identified needs and respond accordingly. The Sr Specialist must work well with staff at all levels within a diverse, multi-cultural, and collaborative environment.

Travel Requirements

Local travel may be required to support dispatchees, their family members and trainees.

Language Requirements

English proficiency (speaking, writing, reading), Japanese proficiency (speaking, writing, reading)