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

Via Transportation is a public mobility technology company that develops software and operational solutions for shared transportation networks. The company provides a comprehensive suite of products including microtransit, paratransit, student transit, corporate and campus shuttles, and health transportation services, serving cities, transit authorities, school districts, universities, healthcare providers, and corporations. Via's platform enables dynamic, on-demand routing and scheduling that maximizes vehicle utilization and reduces the number of single-occupancy trips on the road. By replacing inefficient fixed-route systems and private car trips with intelligent shared mobility, Via contributes to lower emissions and more sustainable urban transportation ecosystems. The company also offers Remix, a transit planning and scheduling platform, and has integrated Citymapper into its mobility-as-a-service offerings to help cities build more rider-centric networks. Via's mission centers on reimagining public transit to be more equitable, efficient, and accessible, ensuring that underserved communities gain reliable connections to jobs, education, and healthcare. What distinguishes Via is its combination of proprietary routing algorithms, real-time operations management tools, and in-house consulting expertise through Via Strategies, allowing it to serve both the technology and operational needs of transit agencies at scale.

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