Japanese-Speaking Operations & Client Support Coordinator

Role details

• Location: Borough, London, with travel to client sites, events and meetings

• Hours: 25 hours per week, normally Monday, Tuesday and Thursday

• Salary: £30,000–£35,000 full-time equivalent, negotiable, pro rata for 25 hours per week (£20k-£23.5k)

• Contract: Permanent, initially part-time

• Reporting to: CEO

• Key working relationships: Business Development Manager in the UK; Operations Manager, working remotely from New York; and colleagues in the Japan team

About Kaorium

Kaorium is a London-based fragrance technology business with close working relationships across the UK and Japan. Our technology helps people explore and communicate their response to fragrance through an interactive digital and physical experience.

We are a small, international and growing team. Everyone works across a varied range of responsibilities and plays a visible part in supporting our clients, technology and day-to-day operations.

The opportunity

We are looking for a Japanese-speaking Operations and Client Support Coordinator to provide an important physical presence within our London team.

The role combines bilingual communication and international coordination with practical responsibility for client support, KAORIUM equipment, events and office operations. It will help connect our UK activities with our colleagues in Japan.

Although the role reports to the CEO, the successful candidate will work most closely on a day-to-day basis with the Business Development Manager in the UK, the Operations Manager, based in New York, and colleagues in the Japan team, based in Tokyo.

This position could suit a current undergraduate with suitable weekday availability, a recent graduate or someone at an early stage of their career. Practical ability, attitude and willingness to learn are more important than having followed a particular career path.

Key responsibilities

KAORIUM and client support

• Deliver in-person training to clients on how to use KAORIUM.

• Transport, install and collect KAORIUM equipment for client sites, events and meetings.

• Update, prepare and maintain physical KAORIUM devices.

• Provide practical troubleshooting where equipment needs to be physically inspected or adjusted.

• Support client onboarding, implementation and follow-up activity.

• Help test KAORIUM software, content, user journeys and device performance.

Operations, projects and events

• Support the preparation and delivery of UK events.

• Assist with event set-up, equipment and on-the-day coordination.

• Prepare materials and coordinate event logistics and communications.

• Track project actions, deadlines and follow-ups.

• Support the day-to-day running of the London office.

• Receive, organise and prepare equipment and other physical items.

• Prepare meeting spaces, materials and documentation.

• Assist with client and partner communications and occasional marketing activity.

International coordination

• Communicate and coordinate with colleagues in Japan and New York.

• Help maintain clear communication among the UK, US and Japan teams.

• Support translation and bilingual communication where required.

• Ensure that actions, decisions and client requirements are documented and followed through.

About you

Essential

• Strong professional working proficiency in both Japanese and English.

• Excellent organisational and communication skills.

• Confident working directly with clients and colleagues.

• Comfortable learning, handling and troubleshooting technology and physical equipment.

• Practical, dependable and willing to take ownership of tasks.

• Able to manage varied priorities in a small and growing business.

• Available to work from London and travel to client sites and events when required.

• Able to work the normal Monday, Tuesday and Thursday pattern.

• The successful candidate must, by the start of their employment, have permission to work in the UK.

Desirable

• Experience in operations, project coordination, client support or administration.

• Experience working between Japanese and international teams.

• Experience with events, technology, equipment or client installations.

• An interest in fragrance, consumer experience or emerging technology.

• A full UK driving licence.

Working pattern and flexibility

The normal working pattern will be 25 hours across Monday, Tuesday and Thursday. Exact start and finish times will be agreed with the successful candidate.

Some flexibility will occasionally be required for client installations, meetings and events. This may include occasional evening or weekend work. Wherever possible, this will be scheduled in advance and balanced within the agreed working hours.

Potential to become full-time

The position is initially offered for 25 hours per week. There may be scope for the role to develop into a full-time position as Kaorium and the responsibilities grow, subject to mutual agreement.

Applications

Should be made by email. Applicants should include:

• CV

• A brief covering email explaining interest in the role and any relevant experience

• Level of proficiency in Japanese and English

• Confirmation normally available to work on Mondays, Tuesdays and Thursdays