Responsibilities
Manage the general day-to-day operations of the office to smoothly support the project progress from the back office.
Support internal management and customers by preparing necessary project progress reports and various update documents.
Ensure full availability and inventory control of office consumables, equipment, and stationery so that site operations face no disruptions.
Accurately collect, track, and aggregate personnel working hours, ensuring proper system data entry and reporting.
Collect and report environmental data to maintain compliance with site regulations and standards.
Maintain and update the site training matrix to ensure that all site personnel qualifications and training records are up to date.
Provide prompt logistical support, including booking required training courses and managing travel arrangements for the site team.
Handle the registration of new vendors in SAP and other systems to ensure smooth procurement onboarding.
Utilize SAP to create purchase and sales orders for project materials, tools, and services, and follow up through the entire payment process.
Assist with the facilitation of site meetings and prepare detailed meeting minutes to support accurate communication across internal and external teams.
Provide comprehensive operational support as the lubricant for all office operations. This includes not only the explicitly listed tasks above but also flexibly handling unlisted duties as required to ensure the site operations run seamlessly without delay.
Qualifications
Bachelor's Degree in Business Administration, Commerce, Accounting, or a related field.
Minimum of 3 to 5 years of experience in project coordination, site administration, or a fast-paced project management environment. Experience handling SAP procurement processes and office operations is highly preferred.
Native-level fluency in both Japanese and English is required. Must possess excellent communication skills to bridge coordination between local site operations and global engineering teams.
Strong hospitality mindset with a proactive and welcoming approach to supporting the team and visitors. Must be highly comfortable engaging with diverse people, possess excellent interpersonal skills, and enjoy direct communication and collaboration.
Competencies
Proficiency in SAP or equivalent ERP systems, with practical experience handling purchase orders, vendor registration, and data entry.
High level of accuracy and attention to detail when managing site records, hours collection, and financial tracking.
Strong organizational and planning skills, with the ability to manage multiple priorities, handle travel and course bookings, and deliver tasks within tight schedules.
A self-motivated individual who actively seeks and takes full ownership of site administrative responsibilities.
Strong logical and analytical ability to identify administrative bottlenecks and optimize site office workflows.
What We Offer
You will play a vital role in supporting the daily operations of one of Japan's largest and most high-profile offshore wind energy projects, directly contributing to a sustainable future.
At Vestas, we foster an open, respectful, and globally inclusive culture where local site operations and international engineering teams collaborate closely as One Team.
We offer continuous opportunities to develop both your personal and professional skills, including expertise in global ERP systems like SAP, procurement, and international business communication.
We provide a competitive compensation package alongside long-term career development pathways within the rapidly growing renewable energy sector.
We value dedication and accountability. We empower our employees to reach their full potential and expect our team members to take pride in delivering outstanding support to keep our site running seamlessly.