Business Operations Specialist

Via is using technology to transform transportation around the world. From changing a single person’s daily commute to reducing humanity’s collective environmental footprint — we’ve got huge goals. As a Business Operations Specialist at Via, you'll run the invoicing, payment, and contracting work that keeps our business operations moving. You'll be part of a global company that is a world leader in transit technology, working with an international team on our mission to build better public transportation systems. At the same time, you'll join a smaller team in Tokyo, in a region where Via is growing rapidly, so your work has real visibility and plenty of room for you to grow with it. It's a fast-paced environment that values ownership, moving fast, and solving meaningful problems. About the Role: - Own the invoice and payment process from start to finish: prepare and process invoices, PO requests, and payment documentation, and track down missing information so nothing stalls. - Drive contracting from first request to final signature: collect vendor details, prepare agreements, arrange signatures, and keep our contract logs accurate and up to date. - Build and maintain the trackers and filing systems the team uses to see where everything stands. - Be the go-to contact for internal teams and external partners, keeping communication fast, clear, and easy to follow. - Take part in legal document check-ins with our colleagues across the globe several times a month. - Keep day-to-day operations running smoothly, including scheduling and general administrative workflows. - Pick up ad-hoc coordination tasks as they come up: spot the next step, gather what’s needed, and move it forward without waiting for instructions. About You: - At least 10 years of experience in operations, finance admin, invoicing, or coordination, ideally including managing commercial contracts. - Native-level or bilingual Japanese, written and spoken. - Business-level English or higher, written and spoken. English is our company language, and you’ll work with international teams. - Tech-savvy with hands-on experience in Google Workspace, Slack, Salesforce, or AI tools—or a proven track record of getting up to speed on new platforms fast. - Strong administrative skills and attention to detail. - A “get things done” mindset: you take initiative, respond quickly, and work independently with little supervision. - Resourceful and flexible, and happy to work in a fast-paced environment where priorities change and the job description isn’t always clear-cut. Working Conditions: - Hourly rate of ¥2,500–3,000 - You’ll start as a contractor for one year, with the potential to convert to full-time based on mutual discussion. - Core hours are 09:30–17:30, five days a week, for roughly 30–40 hours per week. Quarter-end periods require overtime work - Hybrid: one day a week in our Toranomon, Tokyo office, and remote the rest of the week. - Weekly legal document check-in meetings aligned with European time zones - Health insurance covered by the company, with a company top-up. - Commuting costs covered for commutes within 90 minutes of our Tokyo office. There has never been a more exciting time to be on the cutting edge of public mobility. Ready to join the ride?