Maintain project records and ensure audit readiness
Support project reviews, inspections, and compliance activities
Support funding claims and related documentation activities
Project Operations
Coordinate project schedules, reporting deadlines, deliverables, and follow-up actions
Drive timely completion of reporting and administrative requirements across project teams
Consolidate information from project schedules, meeting records, technical updates, and stakeholder inputs
Support monitoring of project reporting schedules and communicate administrative issues as appropriate
Support project activities throughout the lifecycle, from project setup through reporting and closeout
Documentation & Technical Communication Support
Support preparation, review, and quality assurance of project proposals, technical reports, progress reports, presentation materials, and external communications
Organize and structure information provided by technical teams for project documentation and funding submissions
Support preparation and maintenance of bilingual (Japanese/English) project documentation where required
Maintain document repositories, version control, and project records
Ensure consistency, completeness, and overall quality of project documentation
Stakeholder Coordination
Facilitate communication among technical teams, management, research partners, customers, subcontractors, and funding agencies
Support communication and reporting activities with headquarters and global stakeholders as required
Organize project meetings, workshops, reviews, governance activities, and management updates
Prepare meeting materials, minutes, action-item logs, and follow-up documentation
Support coordination among technical, legal, finance, and administrative functions
Contract & Financial Administration Support
Support expenditure tracking and funding-related reporting activities in coordination with Finance and management
Assist with collection and organization of supporting evidence, expense records, and project documentation
Support contract documentation, contract administration, and maintenance of related records
Coordinate with Finance, Legal, Procurement, and external service providers as required
Support reimbursement, invoicing, and funding-related documentation processes
Process & Documentation Management
Support maintenance and continuous improvement of project documentation and operational processes
Maintain documentation procedures, templates, and records management practices
Contribute to efficient and compliant execution of project activities across Japan operations
Required Qualifications
Bachelor's degree or equivalent experience
Experience supporting government-funded R&D projects, technology development programs, or strategic projects
Strong project coordination, documentation, and organizational skills
Experience working with multiple stakeholders across organizations
Excellent Japanese communication skills (business level or above)
Ability to communicate effectively in English in a professional environment
Proficiency with Microsoft Office applications
Preferred Qualifications
Experience with NEDO, MEXT, or other Japanese public funding programs
Experience in semiconductor, AI, quantum technology, deep-tech, or related industries
Experience supporting project proposals, technical documentation, reporting, and compliance activities
Experience preparing or reviewing bilingual (Japanese/English) project documentation
Experience working with international and cross-functional teams
Familiarity with project governance, grant administration, contract documentation, and audit support activities
Base Salary Range
Base Pay Range
¥15,000,000—¥20,000,000 JPY
- Submission Guidelines
- Please note that in order to be considered an applicant for any position at SambaNova Systems, you must submit an application form for each position for which you believe you are qualified.
EEO Policy SambaNova Systems is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard basis of age (40 and over), color, disability, gender identity, genetic information, marital status, military or veteran status, national origin/ancestry, race, religion, creed, sex (including pregnancy, childbirth, breastfeeding), sexual orientation, and any other applicable status protected by federal, state, or local laws.
Benefits Summary for US-Based, Full-Time Employment Positions SambaNova offers a competitive total rewards package, including the base salary, plus equity and benefits. We cover 95% premium coverage for employee medical insurance, and 77% premium coverage for dependents and offer a Health Savings Account (HSA) with employer contribution. We also offer Dental, Vision, Short/Long term Disability, Basic Life, Voluntary Life, and AD&D insurance plans in addition to Flexible Spending Account (FSA) options like Health Care, Limited Purpose, and Dependent Care. Our library of well-being benefits available to you and your dependents includes a full subscription to Headspace, Gympass+ membership with access to physical gyms, One Medical membership, counseling services with an Employee Assistance Program, and much more.
