Business Operations Specialist

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