Position: Sales Operations Specialist
Division: Japan Sales
Location: Japan
Organization Overview
A global technology and telecommunications solutions provider is strengthening its sales operations function to support an expanding sales organization. The Sales Operations Specialist plays a critical role in enabling the sales team to focus on customer engagement and business growth by providing operational, administrative, and analytical support.
This position works closely with internal teams, external partners, and public-sector stakeholders to ensure the smooth execution of sales initiatives, including government-funded R&D projects. The role offers strong exposure to cross-functional collaboration, process improvement, and operational excellence in a fast-paced business environment.
Role Summary
The Sales Operations Specialist is responsible for end-to-end operational and administrative support for sales activities. The primary mission is to deliver accurate, timely, and reliable operational support so sales teams can focus on delivering value to customers.
A key responsibility of this role is supporting government-funded projects from a finance and administrative perspective, ensuring compliance, transparency, and effective project execution.
Key Responsibilities
Government-Funded Project Operations
Prepare, manage, and maintain contracts and grant-related documentation
Support grant application processes and ongoing project administration
Manage project budgets, performance tracking, and financial reporting
Monitor project progress and provide status updates
Identify and manage financial and operational risks
Coordinate with government agencies and internal/external stakeholders
Billing and Accounting Support
Prepare, issue, and distribute invoices
Monitor payment status and support payment reconciliation
Assist with expense reimbursement processes
Organize and maintain financial and accounting documentation
Import and Export Administration
Prepare and manage trade-related documentation such as invoices and bills of lading
Support customs clearance procedures
Coordinate with internal teams and external logistics partners
Contract Administration
Support contract drafting and content review
Manage contract renewals and documentation
Sales Data Management and Analysis
Collect, organize, and maintain sales-related data
Support data aggregation and reporting using Excel and other tools
General Sales Administration
Support quotation preparation
Prepare and manage various application and approval documents
Handle internal and external inquiries
Support meeting coordination and document preparation
Required Qualifications
Minimum 3 years of relevant office experience (e.g., sales administration, trade operations, accounting, or similar functions)
Experience handling import/export documentation and trade administration
Experience with government grants, subsidies, or publicly funded projects (application, management, or documentation)
Business-level proficiency in Microsoft Office (Excel, Word, PowerPoint)
Strong communication skills for effective coordination with internal and external stakeholders
Ability to work independently, identify issues, and propose improvements proactively
Flexibility and adaptability in a fast-paced, multitasking environment
English proficiency equivalent to TOEIC 600 or above (reading and writing required; speaking ability is an advantage)
Preferred Qualifications
Basic accounting knowledge (equivalent to Level 2 bookkeeping certification)
Practical experience in billing, payment management, and financial operations
Experience providing administrative support for project management
Experience analyzing sales or financial data and preparing reports
Basic understanding of contracts, legal documentation, and compliance
Experience in sales operations or administrative roles within the IT or technology industry
Ideal Candidate Profile
Detail-oriented with the ability to balance accuracy and efficiency
Collaborative team player who values cooperation and shared success
Motivated to continuously learn and develop new skills
Strong sense of ownership and responsibility, with the ability to see tasks through to completion
Language Requirements
Japanese: Fluent
English: Advanced (reading and writing required; speaking skills preferred)