Business Coordinator, Tokyo (Part-time/Partially remote)

Job description

Via is rapidly growing globally and in the Japan market. We are seeking a highly proactive and detail-oriented Business Coordinator 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