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

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