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

<p>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.&nbsp;</p> <p>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.</p> <p><strong>What You'll Do</strong></p> <ul> <li>Prepare and process invoices, PO requests, payment documentation, and related paperwork.</li> <li>Coordinate contracting procedures, including collecting vendor information, preparing agreements, arranging signatures, and maintaining contract logs.</li> <li>Maintain internal trackers and filing systems.</li> <li>Communicate efficiently with both internal teams and external partners.</li> <li>Support business operations, scheduling, and general administrative workflows.</li> <li>Proactively identify next steps, gather missing information, and move tasks forward without needing detailed instructions.</li> <li>Handle ad-hoc administrative and coordination tasks as needed.</li> </ul> <p><strong>What You'll Do</strong></p> <ul> <li>Agility and willingness to thrive in a fast-paced, rapidly changing environment.</li> <li>Business-level English and Japanese (written &amp; spoken).</li> <li>Fast and reliable communication style.</li> <li>Ability to work independently, anticipate needs, and complete tasks with limited supervision.</li> <li>Strong administrative skills and attention to detail.</li> <li>Ability to manage multiple tasks and deadlines.</li> <li>Tech-savvy: comfortable with Google Workspace, spreadsheets, and digital workflows.</li> <li>Prior experience in operations, finance admin, invoicing, or coordination roles preferred.</li> </ul> <p>&nbsp;</p> <p><strong>Work Conditions</strong></p> <ul> <li>Onsite work at office once a week in Toranomon, Tokyo + remote work&nbsp;</li> <li>Core time - 10:30-17:30 5 days a week, expected workload of 30~40 hours per week</li> <li>Needs to interact in Europe timezone for legal document check-ins several times a month</li> <li>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</li> <li>Start as a contractor for 1 year. Potential to convert to Full Time based on mutual discussion.</li> </ul> <p><strong>Ideal Candidate Traits</strong></p> <ul> <li>Strong “get things done” mindset.</li> <li>Proactive and resourceful problem-solver.</li> <li>Flexible and willing to take on a wide variety of tasks.</li> <li>Comfortable working in dynamic, sometimes ambiguous environments.</li> <li>Able to operate independently and take initiative without needing detailed step-by-step direction</li> </ul>