Business Operations Specialist
Via · Tokyo
Via is rapidly growing globally and in the Japan market. We are seeking a highly proactive and detail-oriented Business Operations Specialist to support our invoicing, payment, contracting, and general business operations. This is a part-time role for someone who responds quickly, communicates clearly, and can execute tasks independently with minimal hand-holding.
The ideal candidate is resourceful, adaptable, and comfortable handling a wide range of tasks beyond a rigid job description. We value ownership, speed, and problem-solving ability.
What You'll Do
- Prepare and process invoices, PO requests, payment documentation, and related paperwork.
- Coordinate contracting procedures, including collecting vendor information, preparing agreements, arranging signatures, and maintaining contract logs.
- Maintain internal trackers and filing systems.
- Communicate efficiently with both internal teams and external partners.
- Support business operations, scheduling, and general administrative workflows.
- Proactively identify next steps, gather missing information, and move tasks forward without needing detailed instructions.
- Handle ad-hoc administrative and coordination tasks as needed.
What You'll Do
- Agility and willingness to thrive in a fast-paced, rapidly changing environment.
- Business-level English and Japanese (written & spoken).
- Fast and reliable communication style.
- Ability to work independently, anticipate needs, and complete tasks with limited supervision.
- Strong administrative skills and attention to detail.
- Ability to manage multiple tasks and deadlines.
- Tech-savvy: comfortable with Google Workspace, spreadsheets, and digital workflows.
- Prior experience in operations, finance admin, invoicing, or coordination roles preferred.
Work Conditions
- Onsite work at office once a week in Toranomon, Tokyo + remote work
- Core time - 10:30-17:30 5 days a week, expected workload of 30~40 hours per week
- Needs to interact in Europe timezone for legal document check-ins several times a month
- This position begins as part-time with strong potential for career progression, including the opportunity to transition into a full-time role as your responsibilities and contributions grow
- Start as a contractor for 1 year. Potential to convert to Full Time based on mutual discussion.
Ideal Candidate Traits
- Strong “get things done” mindset.
- Proactive and resourceful problem-solver.
- Flexible and willing to take on a wide variety of tasks.
- Comfortable working in dynamic, sometimes ambiguous environments.
- Able to operate independently and take initiative without needing detailed step-by-step direction