Office Administrator


Website Tokita Seed America, Inc.

Seeding is believing

Company Description Tokita Seed is a seed company based in Saitama, Japan, with a mission of enhancing our global food culture, connectivity, and health through delicious, productive vegetable varieties. Backed by over 100 years of vegetable expertise, the company continues to encourage new ideas and empower its global team to shape the future of vegetables. Tokita Seed America, the US branch, is based in Gilroy, California with a satellite office in Lakeland, Florida. Role Description This is a full-time, on-site role for an Office Administrator located in Gilroy, CA. This position will be focused on customer service, order fulfillment, and inventory maintenance. They will also handle bookkeeping and various office administration tasks. Duties

  • Customer Service:
    • Receive customer inquiries and purchase requests and respond in a timely manner (within 24 hours).
    • Collaborate with US and International Sales divisions on inventory movements to partners and customers.
    • Prepare international shipping documents. Shipping quotes should be considered to best serve the customer.
    • Create necessary documentation for customer orders (e.g., Canadian certificates, germination results, phytosanitary certificates, etc.).
    • Pack and send shipments as needed.
  • Inventory:
    • Oversee monthly physical inventory review.
    • Coordinate regular germination testing on inventory and input updated results.
    • Assist with inventory receiving as needed.
    • Monitor inventory for excess and share annual discard, donation, and discount seed for approval.
  • Additional responsibilities:
    • Conduct weekly bank deposits and monthly bank reconciliation.
    • Receive and ship direct orders as needed.
    • Communicate clearly, effectively, and cordially with global Tokita team members via email, phone, and in-person.
    • Participate in team meetings with US branch and headquarters in Japan.
    • Continually improve standard operating procedures (SOPs) for inventory and administrative processes.
    • Assist with training new staff members as needed.
    • Assist with maintenance of the Gilroy office.


  • Exceptional attention to detail and organizational skills
  • Experience with office equipment and systems
  • Strong communication and interpersonal skills
  • Customer service orientation
  • Proficiency in Microsoft Office suite
  • Ability to prioritize tasks and manage time effectively
  • Bachelor’s degree in related field is a plus


  • Target start date is October 1st.
  • Compensation is commensurate with experience.
  • Additional benefits include:
    • Medical, dental and vision insurance. 
    • 401(k) matching contributions up to 4%
    • Generous PTO and paid federal holidays. 

Please email with a cover letter and resume to apply. 

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