Business Operations Specialist
Woven Planet
full-time
Posted on:
Location Type: Hybrid
Location: Tokyo • 🇯🇵 Japan
Visit company websiteJob Level
Mid-LevelSenior
About the role
- Provide administrative support to the Workplace Program Manager
- Collect data for reports and presentation materials
- Support meeting operations: scheduling, distributing materials, taking and sharing minutes
- Document management and version control
- Assist with reporting and data analysis
- Facilitate information sharing across teams
- Handle internal approval processes and administrative requests
- Support cross-functional projects and team operations
- Coordinate with related departments on workplace initiatives
- Assist with standardization (templates, guidelines) and process improvements
- Support communication and information distribution within the team
- Handle documentation, meeting coordination, minute-taking, and progress tracking
- Contribute to standardization by developing templates and guidelines
- Assist in communication and distribution of information across the team
- Participate in operational improvements: requirements gathering
- Process analysis
- Proposal of enhancements
- Provide backup support to workplace operations teams
- Assist with physical security (access control system management)
- Support emergency response coordination with other departments during disasters or incidents
- Assist with office services operations across multiple sites in Japan
- Handle payment and expense-related processes
Requirements
- 3+ years of experience in general affairs, facilities management, or related functions
- Native-level Japanese and business-level English proficiency
- Proficiency in Microsoft Office or Google Suite, with strong skills in document and presentation creation
- Strong communication skills with the ability to collaborate effectively across teams and functions
- Comfortable working in a fast-growing company where cross-team contribution is encouraged
- 3+ years of experience in a multinational company
- Experience in office relocation or renovation projects
- Experience in process improvement initiatives
Benefits
- Competitive Salary - Based on experience
- Work Hours - Flexible working time
- Paid Holiday - 20 days per year (prorated)
- Sick Leave - 6 days per year (prorated)
- Holiday - Sat & Sun, Japanese National Holidays, and other days defined by our company
- Japanese Social Insurance - Health Insurance, Pension, Workers’ Comp, and Unemployment Insurance, Long-term care insurance
- Housing Allowance
- Retirement Benefits
- Rental Cars Support
- In-house Training Program (software study/language study)
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
data analysisdocument managementversion controlreportingprocess analysisrequirements gatheringtemplate developmentoffice relocationprocess improvement
Soft skills
communicationcollaborationorganizational skillsadministrative supportcross-functional teamworkproblem-solvingadaptabilityattention to detail