Project Operations Coordinator, CIC Catalyst - Tokyo, JP
About the company
CIC Tokyo is our first site located in Asia. Opened in October 2020 in one of the business districts of Minato-ku, CIC Tokyo is a one-of-a-kind innovation-oriented center in Japan with a total area of about 6,000 square meters on the 15th and 16th floors of the Toranomon Hills Business Tower. We provide a vast workspace with the capacity to house more than 250 companies. CIC Tokyo is centered on companies that aim to grow, and communities and services that are looking to accelerate their business growth and global expansion. Because of its influence in startup and innovation scenery, CIC Tokyo has frequent visits of VIPs such as Prime Minister Kishida, Governor Koike, and other business leaders in Japan. It is now recognized as a prestigious center of new businesses and startups by business leaders throughout the country.
CIC Catalyst is the strategic advisory and programming arm of CIC. It designs, operates, and manages innovation hubs and ecosystem programs that drive competitive specialization, sustainable growth, and impact. Catalyst provides advisory and programming to governments, corporations, and universities, grounded in 25+ years of hands-on operational experience and deep global ecosystem connections. To date, Catalyst has delivered 100+ programs and cohorts globally across CIC campuses, supporting 700+ startups, facilitating 500+ corporate-startup meetings, running 50+ technology scouting programs, and supporting 10+ government agencies through market-entry programs.
Your tasks
We are seeking an enthusiastic and motivated individual with foundational experience in accounting and administration to join the CIC Catalyst team. In this role, you will support a range of administrative and operational tasks, contributing to our mission of fostering innovation and supporting vibrant startup communities. This position is ideal for candidates looking to grow their skills in a collaborative environment while making a meaningful impact.
YOUR DAY-TO-DAY WORK As a Project Operations Coordinator, your responsibilities will involve providing accounting, administrative and HR support to the CIC Catalyst team. You will assist with day-to-day operational tasks that ensure the team’s success.
Accounting & Finance
- Handling payables and receivables — processing vendor invoices and expense reports, managing corporate card use, issuing invoices, and following up on outstanding payments.
- Maintaining accurate financial records, including double-checking entries and filing supporting documents.
- Partnering with program managers to track budgets and P&L for individual Catalyst programs — tracking budget vs. actuals and monitoring revenue and costs.
- Supporting accounting for publicly funded projects, including maintaining budget execution records, financial reports and supporting documents.
Administration
- Overseeing public bidding and official application processes, including bid qualifications, required documents and contract administration.
- Using AI tools such as Gemini and Claude to streamline and standardize the team’s recurring administrative work — building templates, documenting workflows, and sharing practices that raise how the whole team operates.
- Providing general administrative support for the CIC Catalyst team, such as managing office supplies.
Collaboration
- Working with the CIC finance and HR teams on financial reporting, project setup, entry of team members’ working hours, and onboarding & offboarding.
- Communicating with government clients, vendors and partners about contracts, invoices and official documents.
This is a hands-on role with room to grow as you develop your skills and gain experience in project administration.
Requirements
We are looking for a highly organized and detail-oriented individual who is eager to learn and contribute to a dynamic team. Strong communication skills and a proactive approach are key to thriving in this role.
You possess
- 1–2 years of professional experience in accounting, administration, or a similar field.
- A bachelor’s degree or equivalent experience.
- Strong organizational and time management skills.
- Proficiency in office software tools (e.g., Microsoft Office, Google Workspace, especially Google Sheets) and an interest in using AI tools such as Gemini and Claude to work more efficiently.
- Fluency in Japanese and basic/intermediate English proficiency.
- Strong initiative to drive daily tasks forward through team collaboration, along with a readiness to learn in a fast-paced environment.
Nice to have
- Practical experience with invoice processing, expense reimbursement or payments.
What we offer
- Competitive entry-level salary.
- Permanent contract with opportunities for growth.
- Commuting/transportation allowance.
- Monthly massage session.
- Professional development budget tailored to your learning needs.
How to apply
Please submit your English CV if you are interested!
Other
CIC is committed to building teams that reflect the fabric of the cities we support. We welcome all candidates regardless of race, color, ancestry, gender identity or expression, religion, national origin, sexual orientation, age, citizenship, marital status, disability, Veteran status, or any other legally protected status. Any other human expressions and experiences not mentioned here are equally welcome. If you require an accommodation please let us know. We are proud to be an equal opportunity employer.