Team Administration Manager – Data Centre Design & Construction

About Sovereign AI Sovereign AI is a data centre developer, owner and operator focused on the AI data centre submarket. Backed by industry-leading investors and strategic partners, we are building the critical infrastructure that will power the next generation of AI compute.

This Role You will be the central administrative hub for our Japan Data Center Development & Delivery team, keeping multi-disciplinary functions — Design, Construction, EHS, Commercial and Procurement — running smoothly in a high-velocity environment.

Bridging local business etiquette with global corporate operating standards, you'll drive cross-functional coordination, document control and event/travel logistics, and support rapid deployment by streamlining team operations, tracking vendor and supplier administrative submittals, and maintaining key project databases across our local Japanese partner network. You'll be based in Tokyo, splitting your time between our office and project sites.

Key Responsibilities

• Coordinate daily administrative workflows, executive calendar management, complex meeting scheduling and regional team travel logistics across Japan and APAC
• Manage office and site access logistics, visitor protocols, and onboarding schedules for new team members, external consultants and visiting regional leadership
• Prepare, format and translate operational reports, presentations, meeting minutes and official correspondence between English and Japanese
• Oversee team expense processing, purchase order generation, invoice tracking and vendor payment administration via ERP systems such as SAP or Oracle
• Maintain central document control systems (EDMS / Procore / BIM 360) for technical drawings, design submittals, permits, commercial contracts and safety logs
• Coordinate administrative submittals between internal stakeholders, Japanese General Contractors, engineering consultants and domestic equipment vendors
• Track progress against administrative project milestones, action-item matrices and team deliverables to support rapid project deployment schedules
• Act as a primary administrative point of contact for external partners, including Japanese OEMs, design firms, local utility representatives and municipal agencies
• Organise local supplier workshops, site safety orientations, team events and regional delivery alignment sessions
• Support local leadership with statutory compliance filings and administrative reporting required under Japanese business regulations

Experience

• Experience of administrative or project coordination experience within engineering, construction, real estate development, data centres or high-tech industrial sectors
• Demonstrated experience working within a fast-paced, multi-national corporate environment, ideally supporting technical teams or site-based project delivery operations
• Familiarity with Japanese corporate etiquette, formal business correspondence and vendor administrative processes

Skills

• Japanese: native / business level (JLPT N1 equivalent) — required for daily communication with local vendors, contractors and Japanese administrative stakeholders
• English: professional working / business proficiency — required for regional team coordination, global reporting and cross-border meeting support
• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Teams), document control software such as SharePoint, and modern corporate ERP tools
• Strong organisational skills with the ability to manage multiple cross-functional workflows in a high-velocity environment

Qualifications

• Associate or Bachelor's degree in Business Administration, Communications, Languages or a related field