Senior Associate, Project Management

Vena Energy · Tokyo

Key Responsibilities

Contract Management

Understand the contractual structure of assigned projects, including allocation of scope, obligations, liabilities, and interfaces among project stakeholders.
Apply sound commercial and contractual judgment in relation to TSA, LTSA, SMA, and BoP (C/E/T&I) contracts and related project agreements.
Coordinate with Legal and relevant internal stakeholders to manage contractual risks, resolve complex issues, and protect the company’s position.
Maintain accurate project and contract information in internal management systems.
Issue contractual notices, certificates, reports, NTPs, and other required documentation in a timely manner and in accordance with project obligations.

Schedule Management

Prepare and maintain detailed project schedules that identify all key activities, interfaces, milestones, and critical path items required for successful project delivery.
Monitor actual progress against the approved schedule and identify potential delays, constraints, and execution risks.
Coordinate with internal and external stakeholders to minimize schedule impacts and maintain progress against key milestones.
Perform root cause analysis of delays and prepare recovery plans and mitigation actions where required.

Cost Management

Prepare and maintain project cost estimates, budget forecasts, and cash flow projections in line with the approved project schedule.
Coordinate RFQ preparation and commercial input with Technical Services and other relevant internal stakeholders.
Monitor actual costs, commitments, and expenditures against approved budgets and expected cash flow.
Work closely with Legal, Finance, Commercial, and other relevant departments to ensure contractual arrangements are aligned with financial expectations and applicable requirements.
Prepare financial reports, variance analysis, and lessons learned arising from cost deviations.

Risk (and opportunity) Management

Maintain the project Risk & Opportunity register and ensure risks and opportunities are identified, assessed, and regularly updated.
Evaluate project risks in terms of impact, probability, timing, and mitigation strategy.
Define and follow up mitigation actions to eliminate or reduce key project risks.
Identify opportunities that may improve project cost, schedule, constructability, or execution certainty, and support their implementation where appropriate.

Technical Management

Coordinate regular meetings with Technical Services and relevant third parties to ensure alignment on technical requirements, interfaces, and execution readiness.
Ensure that project design, engineering inputs, and construction activities remain aligned with the approved Construction Plan and project requirements.
Support and coordinate technical due diligence activities together with Investment and Technical Services teams for lender submissions.
Support the preparation, review, and timely follow-up of Class NK-related documents and other technical deliverables required for project execution and approvals.

Communication Management

Establish clear communication protocols, reporting templates, communication systems, and organization charts with subcontractors, customers, and other project stakeholders as required.
Lead weekly, monthly, and ad hoc meetings with subcontractors and relevant stakeholders to review progress, discuss issues, and agree next actions.
Ensure that project communications are clear, timely, accurate, and properly documented.
Support the preparation and circulation of meeting minutes, action trackers, and status updates.

Stakeholder Management

Manage day-to-day interfaces with contractors, site teams, internal departments, and other project stakeholders to support project execution and coordination.
Prepare clear and accurate reports on project status, issues, priorities, and required decisions for senior management.
Identify, manage, and escalate stakeholder conflicts or coordination issues in a timely and structured manner.
Build and maintain constructive working relationships with relevant internal and external parties.

Quality Management

Support the definition and implementation of minimum quality requirements together with the Quality Department and relevant technical stakeholders.
Monitor compliance of project deliverables and execution activities with approved quality standards, specifications, and project requirements.
Coordinate with relevant stakeholders to identify, report, and follow up quality deviations and corrective actions.
Support continuous improvement through documentation of quality-related lessons learned.

Others (but not limited to)

Support achievement of project completion on time, within budget, and at the required quality level.
Raise CTRs (Commercial Task Requests) in the relevant systems in coordination with Commercial and other stakeholders as required.
Implement NDAs and other administrative or commercial documentation related to EPC activities.
Support the GM / DGM and other Project Managers on matters beyond the specific responsibilities listed above when required by project or business needs.
Maintain a high standard of preparation, follow-up, and discipline in all assigned project activities.

What we are looking for

Bachelor’s degree in Engineering, Construction Management, Project Management, or a related field.
At least 3 years of experience in the wind industry.
Practical experience in project management, construction management, or project coordination within the energy or infrastructure sector.
Experience coordinating multiple internal and external stakeholders in a structured project environment.
Good understanding of project schedules, progress tracking, risk management, contract administration, and commercial coordination.
Ability to prepare clear project reports, action trackers, and management updates.
Strong communication, coordination, follow-up, and problem-solving skills.
Proactive, well-organized, and able to manage multiple priorities and deadlines.

Preferred qualifications

Experience in onshore wind projects in Japan.
Experience working for an EPC contractor, renewable energy developer, or owner’s representative.
Experience supporting projects from late-stage development through construction and handover.
Knowledge of RFQ processes, project cost and cash-flow tracking, lender due diligence, permitting coordination, or ClassNK-related documentation.
Master’s degree or relevant postgraduate qualification.
Japanese and English language skills suitable for working with internal and external project stakeholders.

Are you ready to engineer a greener future?