Job Description:

About Organization

The Rakuten Symphony Sales team is actively seeking a Sales Operations Specialist to powerfully drive our sales activities. This pivotal role contributes significantly by providing comprehensive support, ranging from back-office operations and data analysis to process improvement, enabling the sales team to fully concentrate on building customer relationships and expanding business. The specialist will work closely with diverse internal and external stakeholders, acting as a cornerstone for sales operations by ensuring the smooth and efficient execution of our sales strategies. This is an excellent opportunity to significantly enhance your skills and career by tackling tasks with flexibility and initiative in a fast-paced business environment.

Job Duties

As a Sales Operations Specialist, you will be responsible for general administrative tasks and operational support to ensure the smooth execution of Rakuten Symphony's sales activities. Your mission will be to provide accurate and swift support, allowing the sales team to focus on delivering value to customers.

A key part of your role will involve providing consistent operational support from a financial and administrative perspective for government-funded research and development projects, from the application stage through to post-project completion.

Specifically, your responsibilities will include:

■ Government Grant Project Operation Support:

• Creation and management of contracts with government agencies and grant application documents.

• Budget and actual expenditure management for projects.

• Monitoring and reporting of project progress.

• Financial risk management for projects.

• Coordination and liaison with government agencies and internal/external stakeholders.

■ Invoicing and Accounting Support:

• Creation, issuance, and dispatch of invoices.

• Confirmation and reconciliation of payments.

• Expense claim support.

• Organization and management of financial documents.

■ Import/Export Management:

• Creation and management of import/export related documents (e.g., invoices, bills of lading).

• Support for customs clearance procedures.

• Coordination and liaison with relevant departments and external vendors.

■ Contract Management Support:

• Support for contract creation and content review.

• Contract renewal and management.

■ Sales Data Management & Analysis Support:

• Collection, organization, and entry of sales data.

• Support for data aggregation and report creation using Excel, etc.

■ General Sales Administration:

• Quotation creation support.

• Creation and management of various application documents.

• Handling inquiries from internal and external parties.

• Meeting scheduling and assistance with material preparation.

Minimum Qualification

• Administrative Experience: 3+ years of administrative experience (e.g., sales administration, trade administration, accounting administration).

• Trade Administration Experience: Experience in creating and managing import/export related documents.

• Government Grant/Subsidy Related Experience: Experience in application, management, or related document creation for government grants/subsidies.

• PC Skills: Business-level proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).

• Communication Skills: Ability to communicate smoothly with internal and external stakeholders.

• Proactiveness: Ability to identify issues independently and propose improvements, rather than waiting for instructions.

• Flexibility: Adaptability to a fast-paced environment and ability to efficiently multitask.

• Language Proficiency: TOEIC score of 600 or equivalent English proficiency (reading and writing are essential; conversational skills are a plus).

Preferred Qualification

• Accounting Knowledge: Knowledge equivalent to Japanese Bookkeeping Test (Nissho Boki) Level 2.

• Invoicing Experience: Experience with a series of tasks from invoice creation to payment management.

• Project Support Experience: Administrative support experience in project operations.

• Data Analysis Experience: Experience in analyzing financial or sales data and creating reports.

• Legal & Compliance Knowledge: Basic knowledge of contracts and compliance.

• IT Industry Experience: Experience in sales administration or related roles within the IT industry.

Desired Candidate Profile

• A person who can balance accuracy and speed, paying attention to detail.

• A team player who values teamwork and actively cooperates with others.

• Eager to learn new knowledge and skills, constantly seeking self-improvement.

• Responsible and capable of completing assigned tasks to the end.

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