Administrative & Operations Assistant - Japan

📍 Location: Tokyo | Work Model: Hybrid | Employment Type: Part-Time, Indefinite-Term Contract 

We’re looking for a proactive, detail-oriented, and highly organized Support Agent/ Administrative & Operations Assistant to join our Candlelight team—working behind the scenes to bring magical experiences to life across Japan, while being based in Tokyo.

This role focuses on ensuring that all administrative, documentation, and operational processes behind our events run smoothly. You’ll play a key role in maintaining accurate documentation, supporting financial administration, coordinating with external partners, and ensuring event information meets our quality standards. 

The ideal candidate is highly organized, hands-on, comfortable taking ownership of tasks, and able to work autonomously in a fast-paced, international environment.

What You’ll Do

Documentation & Administrative Management

• Prepare and manage purchase orders and maintain accurate administrative documentation.
• Communicate with external partners to clarify information and resolve discrepancies.

Finance & Operational Support

• Review supplier invoices and support invoice submission and payment-related processes.
• Maintain accurate financial records and coordinate with relevant teams to ensure smooth processing.

Internal Coordination

• Coordinate with internal teams to support daily operations and administrative workflows.
• Follow up on pending tasks, deadlines, and requests to ensure processes stay on track.

Quality Assurance

• Review event plan pages to ensure information is accurate and consistent.
• Identify missing information or discrepancies and coordinate corrections with the relevant teams.

What You Bring

• Fluent Japanese proficiency, with strong written and verbal communication skills.
• Good working proficiency in English to communicate with international teams and follow internal processes.
• Experience in administrative support, operations, finance administration, vendor management, or a similar role.
• Attention to detail and the ability to identify errors, inconsistencies, and missing information.
• Strong organizational skills, with the ability to manage multiple workflows, deadlines, and priorities.
• Comfort working with spreadsheets and digital tools, such as Google Workspace, Excel, or similar platforms.
• A proactive, reliable, and solution-oriented mindset, with the ability to work independently while collaborating with cross-functional teams.

Nice to Have

• Background in events, production or the music industry
• Experience in administrative-heavy environments
• Familiarity with tools like Airtable, Notion, Monday, or similar

Why Join Us?

• 40% discount on all Fever events and experiences
• Work in a location in the heart of Tokyo
• Home office friendly
• Help shape the backstage of magical concert experiences
• Room to grow and take on new challenges as the team evolves
• Great work environment with a young, international team of talented people to work with!

We welcome people from all walks of life—if this role excites you and you’re motivated to learn and contribute, we want to hear from you.

This role is based in Tokyo

#LI-Part-time #LI-Hybrid