Total 1 Administrative / Clerical job vacancies in Tokyo, Tokyo

We are seeking a Contract Management Specialist to support client-side contract administration for large-scale English-language data center projects. This role is responsible for managing contract preparation and approval workflows, cost-related processes, and coordination with internal and external stakeholders.

Key Responsibilities

1. Contract Preparation & Management

• Lead the drafting of contract documents using provided templates (such as SOW, WO, VO, EOT).
• Coordinate contract-related matters with internal teams and external stakeholders.
• Drive contract approval workflows with clients and project-related SPVs (e.g., G.K/TMK).
• Archive executed contracts in SharePoint and SmartSheet.
• Upload VOs (Variation Orders) and executed EOTs to Procore.

2. Procurement & Vendor Management

• Create and track PO/CO in Yardi/Felix, ensuring timely updates to relevant stakeholders.
• Collect required documentation for new vendors and manage their registration in financial systems.
• Support submissions to the Supply Chain Assurance system and assist procurement team reviews.
• Communicate assigned PO numbers to contractors and vendors.

3. Cost & Financial Administration Support

• Maintain accurate databases, including contract logs, invoice logs, insurance logs, and SPV (TMK/G.K) ledgers.
• Update cash flow files with payment forecasts and support internal teams to ensure monthly cash flow accuracy.
• Conduct monthly audits to verify and improve ledger data accuracy.
• Assist with invoice-to-PO matching and issue new PO/CO as needed.
• Extract data from cost management systems and prepare monthly client cost reports using client-specified templates.
• Coordinate PO closures, reconciliation of final payment amounts, and FX adjustments.

4. Document Control & Compliance

• Collect, store, and manage required contractual documents (e.g., insurance certificates, bank guarantees).
• Follow client policies, procedures, and compliance requirements throughout all processes.

5. Project Close-Out Support

Lead coordination for contract close-out activities, including:

• Drafting Final Account Statements.
• Managing return of bank guarantees.
• Closing POs and conducting final reconciliations within cost management systems.
• Reporting close-out status for each project.

6. Stakeholder Engagement

• Clearly communicate expectations to internal stakeholders and support them in delivering required outcomes.
• Build strong working relationships with cross-functional teams, vendors, and clients.