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

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