Administrative Coordinator

Job description

At IQM, we build world-leading quantum computers for the well-being of humankind. We design systems to tackle computational challenges beyond the practical limits of classical machines. Our work sits at the edge of science and engineering. It's complex, demanding, and deeply collaborative. We turn deep research into reliable, full-stack systems that drive discoveries in fields like medicine, energy, and technology, reshaping how the world computes. Join the team that gives quantum a heartbeat. The work IQM Japan is just getting started, and this role is central to building it. You'll be the person who keeps day-to-day operations running smoothly while helping put solid administrative foundations in place for the years ahead. It's a role of real trust and responsibility, working closely with the Country Manager to grow IQM's presence in Japan. You'll keep IQM Japan operating cleanly and connected to headquarters in Espoo and Munich: coordinating with Finance, People & Culture, Legal, Procurement, IT, and Compliance, keeping government-funded project paperwork on track, and building the administrative foundation a scaling office needs. You'll work most closely with the Country Manager, and you'll often be the bridge between what is happening on the ground in Japan and global teams who don't work in Japanese. What you'll actually do Be the link between Japan and HQ. Move information, documents, approvals, and reporting between local and global teams, translate between Japanese and English where it's needed, and make sure global policies and procedures actually land in the Japan office. Run the admin behind Japan's government-funded work. Own the documentation, supporting evidence, reporting, and deadlines for NEDO and other publicly funded programs, keep records audit-ready, and work with project teams, Finance, and external stakeholders so every grant obligation is met. Keep the office running. Manage vendors, landlords, and service providers, handle onboarding logistics for new hires and visitors, and organize travel, meetings, and local events. Handle finance and procurement admin. Process invoices, purchase requests, and expenses, coordinate with vendors, and keep contracts, purchase orders, and spend tracked. Support budget tracking and reporting for the Country Manager. Own auditable records. Keep corporate, legal, operational, and grant documentation organized and compliant with both company policy and Japanese regulatory requirements, and document how the local office is meant to run. Build what doesn't exist yet. As Japan scales, spot what to standardize or automate, set up new administrative processes, and take on special projects with the Country Manager. Early on, you'll have real room to shape how this office operates. What we're looking for Hands-on experience with NEDO administrative work, specifically: Accounting, financial compliance, and audit preparation Document and reporting management Communication and stakeholder coordination Expert-level Excel, Word, and PowerPoint Fluent Japanese and English, with real experience translating business documents both ways (Japanese to English and English to Japanese), often in volume. Working knowledge of legal and finance basics. You'll do well here if you're organized and precise, comfortable owning deadlines and audit-ready records, and happy building processes from a blank page as the Japan office grows. A relevant degree is welcome but not required; equivalent experience counts. Nice to have: Advanced legal and finance knowledge. Why IQM? Full-stack quantum computing: From quantum hardware to software layers and beyond, we build across the full-stack. High-performance playground: We aim high, and we know sustainable performance only works when life outside work does too—hybrid setups, flexible hours. Never the smartest: Expect to learn constantly. You won't always be the smartest person in the room, and that's the point. Approachable leadership: Flat hierarchy, direct access. Feel free to approach any leaders. They're friendlier than they look! The sweet spot: Big enough to matter. Small enough to move fast. Growing between a startup and a corporation. We’re in the phase where top performers get noticed. Bigger than IQM: Our people build know-how for the entire quantum ecosystem. We publish papers, run hackathons, and help shape a market that's still being defined. The future of computing won’t build itself. You might be one of the few who do. Meet our people and learn more about IQM on our stories page. Explore our scientific publications. We'll start interviews and move forward with hiring as soon as we meet strong candidates. Please submit your application soon. 600M€+ Total Funding | 400+ Team Members | 30+ Quantum Computers Built | 300+ Patents Filed | 10 Location Globally