Program Manager, Grants & Project Operations

The Program Manager, Grants & Project Operations supports the successful execution of government-funded R&D projects and strategic initiatives at SambaNova Systems Japan GK.

This role serves as a key coordination point among technical teams, management, headquarters, research partners, customers, and funding agencies. The position focuses on project operations, grant administration, documentation, reporting, and stakeholder coordination to support efficient and compliant project execution throughout the project lifecycle.

Key Responsibilities

• Government-Funded Programs
• Coordinate and support government-funded R&D projects, including NEDO, MEXT, and other public funding programs
• Coordinate project reporting schedules, submission requirements, and administrative deliverables
• Coordinate preparation and submission of project-related documentation and supporting evidence
• 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

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