Admin & Operation Coordinator (Japanese-English Bilingual) — Remote, Eastern Time

日本語が話せる方を募集しています。 We're hiring our first Admin Operations team member in North America to support the US growth of a Japan-headquartered healthcare AI company, with +15 million global monthly users and co-develop digital front door with Mayo Clinic. About Ubie Ubie is a Japan-headquartered healthcare AI company building products used by patients and healthcare providers worldwide. In the US, we operate as Ubie Symptom Checker, and Smart Support, is an AI voice agent platform for medical practices. As our US team grows, we’re looking for a part-time Admin & People Operations Coordinator to help keep our day-to-day operations running smoothly across HR, IT, finance, and vendor coordination.

About the Role

This is a remote, part-time employee role supporting our US entity for approximately 20 hours per week. You’ll work closely with our US leadership team, our corporate team in Japan, and external vendors such as payroll, accounting, legal, and recruiting partners. This is not a CFO, controller, lawyer, or recruiter role. It’s a hands-on operations role for someone who enjoys organizing details, coordinating across teams, and making a small but fast-moving business run better. What You’ll Do

• Support onboarding and offboarding for US team members through Deel
• Manage basic HR admin, PTO, expenses, and timesheet approvals
• Coordinate laptop procurement, shipping, and device setup
• Help manage Google Workspace, Slack, Notion, and Apple Business Manager
• Review expense reports and support payment approvals
• Coordinate with outsourced accounting, payroll, legal, and insurance vendors
• Support basic state filings, immigration-related paperwork, and compliance coordination
• Help improve operational processes as the first dedicated admin/ops support in North America

What We’re Looking For

• Business-level Japanese and English
• 2+ years of admin, operations, HR, finance, or office management experience
• Comfortable working independently in a remote startup environment
• Detail-oriented and reliable with many small moving pieces
• Comfortable communicating with vendors, government offices, and internal teams
• Available during Eastern Time business hours
• Authorized to work in your country of residence

Nice to have

• Experience at a startup or small US subsidiary of a foreign company
• Familiarity with Deel, Mercury, Google Workspace, Slack, Notion, or JIRA
• Exposure to US payroll, benefits, employment compliance, or basic IT operations
• Experience working with Japanese companies or cross-border teams

Engagement Details

• Type: Part-time employee
• Hours: Approximately 20 hours/week
• Location: Remote, US, Canada, or other countries in Eastern Time
• Schedule: Flexible, with availability during Eastern Time business hours
• Start: ASAP

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