Service Assistant

Responsibilities

• Overall office administration Manage the general day-to-day operations of the office to smoothly support the project progress from the back office.
• Reporting externally and internally Support internal management and customers by preparing necessary project progress reports and various update documents.
• Sufficient supply of Office consumables, goods and stationery Ensure full availability and inventory control of office consumables, equipment, and stationery so that site operations face no disruptions.
• Collecting and reporting hours Accurately collect, track, and aggregate personnel working hours, ensuring proper system data entry and reporting.
• Environmental reporting Collect and report environmental data to maintain compliance with site regulations and standards.
• Managing site training matrix Maintain and update the site training matrix to ensure that all site personnel qualifications and training records are up to date.
• Booking of courses, travel arrangements etc. Provide prompt logistical support, including booking required training courses and managing travel arrangements for the site team.
• Setting up new vendors Handle the registration of new vendors in SAP and other systems to ensure smooth procurement onboarding.
• Creating purchase and sales orders in SAP Utilize SAP to create purchase and sales orders for project materials, tools, and services, and follow up through the entire payment process.
• Taking Minutes of Meeting and assisting at meetings Assist with the facilitation of site meetings and prepare detailed meeting minutes to support accurate communication across internal and external teams.
• Operational support and flexibility 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

• Education Bachelor's Degree in Business Administration, Commerce, Accounting, or a related field.
• Professional Experience 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.
• Language Proficiency 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.
• Hospitality and Interpersonal Skills 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

• SAP and Administrative Expertise Proficiency in SAP or equivalent ERP systems, with practical experience handling purchase orders, vendor registration, and data entry.
• Attention to Detail and Accuracy High level of accuracy and attention to detail when managing site records, hours collection, and financial tracking.
• Organization and Time Management Strong organizational and planning skills, with the ability to manage multiple priorities, handle travel and course bookings, and deliver tasks within tight schedules.
• Accountability and Proactive Attitude A self-motivated individual who actively seeks and takes full ownership of site administrative responsibilities.
• Problem-Solving and Analysis Strong logical and analytical ability to identify administrative bottlenecks and optimize site office workflows.

What We Offer

• A Key Role in Japan's Leading Clean Energy Project 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.
• Inclusive and Dynamic Culture At Vestas, we foster an open, respectful, and globally inclusive culture where local site operations and international engineering teams collaborate closely as One Team.
• Professional Growth and Skill Development 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.
• Competitive Package and Career Advancement We provide a competitive compensation package alongside long-term career development pathways within the rapidly growing renewable energy sector.
• A Collaborative and Driven Environment 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.