Bilingual Operations Specialist (Japanese & English)

Vision RT Ltd.; Oregon; Hybrid; USD 65,000 - 95,000; Full time

Job summary

Vision RT Ltd. is seeking an Operations Support Specialist to coordinate importing, customs clearance, logistics, and Korean entity administration.

You will act as the liaison between suppliers, freight forwarders, customs brokers, hospitals, finance providers, and internal teams to ensure compliant and timely delivery of products and services. The role requires fluent Korean and business-level English (and Japanese), 3+ years in operations or logistics, and strong proficiency with ERP systems.

Qualifications

• 3+ years' experience in operations administration, logistics coordination, import/export administration, supply chain support, or business operations.
• Experience working with customs clearance and import documentation.
• Strong understanding of Korean business administration and operational compliance requirements.
• Experience liaising with government agencies, customs brokers, and external service providers.
• Strong Microsoft Office skills, particularly Excel, Word, and Outlook.
• Attention to Detail and strong organizational skills.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Coordinate end-to-end import activities for equipment, spare parts, and operational shipments into Korea.
• Review shipping documentation including CI, PL, COO, and HS classifications.
• Prepare and issue customs pre-notification documentation to brokers.
• Coordinate shipment schedules with suppliers, hospitals, and internal stakeholders.
• Manage customs clearance activities and respond to enquiries with supporting documentation.
• Maintain accurate shipment records, cost tracking, and operational documentation.
• Escalate and manage shipment exceptions including delays and documentation issues.
• Support administration of the Korean legal entity, including tax, banking, and government filings.

Skills

Fluent Korean

Business-level English

Japanese

Attention to Detail

Communication & Stakeholder Management

Problem Solving

Organization & Time Management

Ability to Work Independently

Tools

Sage ERP

SAP ERP

Oracle ERP

Job description

Vision RT is a fast-growing MedTech company transforming radiation therapy for cancer patients by helping make it more accurate, effective, and comfortable. The company is the inventor of, and a market leader in, Surface Guided Radiation Therapy (SGRT). This technology uses advanced 3D cameras to track surface data, providing enhanced guidance across every step of the radiotherapy workflow.Our systems are used in over 3,000 clinics worldwide, including in 29 of the top 30 Best Hospitals for Cancer (source: US News and World Report 2026 rankings).The company is recognized as one of Britain's fastest-growing private tech companies, as featured in the 2025 Sunday Times 100 Tech list. Vision RT is also a recipient of the 2026 King's Award for Enterprise, our fifth in 10 years. It is the UK's most prestigious accolade for business excellence.Company video (Available on application page)With around 400+ employees globally and offices in the UK, Poland, and the USA, Vision RT operates independently as part of the Danish company William Demant Invest A/S, one of the world's largest investors in healthcare companies. Employees benefit from the security and reach of being part of a large global enterprise, combined with the agility and innovation of a startup.Vision RT is a company with strong values, a clear mission, and a bright future. It is an exciting and rewarding organization in which to work.

About the role

Languages: English, Korean & JapaneseThe Operations Support Specialist is responsible for coordinating and supporting all operational activities associated with importing, customs clearance, logistics coordination, legal entity administration, financial administration, and HR operational support within the Korean business.The role acts as the primary operational liaison between suppliers, freight forwarders, customs brokers, hospitals, government agencies, finance providers, and internal teams to ensure compliant, efficient, and timely delivery of products and services. The position also supports the administration of the Korean legal entity, including tax, banking, government compliance, invoicing, and employee records management.

Key responsibilities will include:

• Import Operations & Logistics
  • Coordinate end-to-end import activities for equipment, spare parts, and operational shipments into Korea.
  • Review shipping documentation including Commercial Invoices (CI), Packing Lists (PL), Certificates of Origin (COO), and HS classifications.
  • Request and follow up on documentation corrections with suppliers.
  • Prepare and issue customs pre-notification documentation to brokers.
  • Coordinate shipment schedules with suppliers, logistics providers, hospitals, and internal stakeholders.
  • Manage customs clearance activities, responding to customs enquiries and providing supporting certificates and documentation.
  • Support classification and HS code related investigations and resolutions.
  • Arrange and coordinate final delivery schedules with customers, hospitals, and carriers.
  • Manage incoming and outgoing inspection activities, ensuring issues are identified and resolved promptly.
  • Maintain accurate shipment records, cost tracking, and operational documentation.
  • Escalate and manage shipment exceptions including customs delays, schedule changes, documentation issues, and re-submissions.
• Legal Entity Administration
  • Support operational administration of the Korean legal entity.
  • Manage supplier invoices and operational payments.
  • Monitor legal entity compliance requirements and ensure business registrations remain current.
  • Coordinate operational activities related to government filings and documentation.
  • Track utility payments, local taxes, and statutory obligations.
  • Support company credit maintenance and tender eligibility requirements.
  • Liaise with external service providers and government agencies when required.
• Finance & Account Administration
  • Manage tax invoice administration and associated documentation.
  • Coordinate with Finance, tax agents, and auditors regarding corporate tax and VAT requirements.
  • Support accounts payable and operational expense administration.
  • Maintain records associated with income tax and indirect tax submissions.
  • Liaise with company banking partners regarding operational banking activities.
  • Ensure financial records are accurately maintained and readily available for audit purposes.
• HR Operations Support
  • Maintain employee records and personnel files in accordance with local legislation.
  • Manage employee documentation required for onboarding, employment changes, and offboarding.
  • Support administration of company insurance programmes and employee benefits.
  • Maintain documentation required for tender submissions and regulatory compliance.
  • Coordinate employment verification and administrative HR requests.
  • Ensure confidentiality and security of all employee data and records.

Essential Skills & Experience

• 3+ years' experience in operations administration, logistics coordination, import/export administration, supply chain support, or business operations.
• Experience working with customs clearance and import documentation.
• Strong understanding of Korean business administration and operational compliance requirements.
• Experience liaising with government agencies, customs brokers, and external service providers.
• Strong Microsoft Office skills, particularly Excel, Word, and Outlook.
• Attention to Detail
• Communication & Stakeholder Management
• Problem Solving
• Organisation & Time Management
• Customer Service Focus
• Compliance & Governance Awareness
• Financial Administration
• Continuous Improvement Mindset
• Accountability & Ownership
• Ability to Work Independently
• Excellent organisational and record-management skills.
• Fluent in Korean and business-level English and Japanese
• Ability to manage multiple priorities in a fast-paced environment.

Desirable Skills & Experience

• Experience within medical devices, healthcare, technology, manufacturing, or regulated industries.
• Experience using ERP systems such as Sage, SAP, Oracle, or equivalent.
• Knowledge of Korean import regulations and HS classifications.
• Experience supporting tender submissions and legal entity administration.

Vision RT is an Equal Opportunity /  Affirmative Action employer, all qualified applicants will receive consideration for employment and development without regard to race, colour, religion, sexual orientation, gender, national origin, disability, or protected veteran status.