Real Time Coordinator

About Dialpad Dialpad is the AI platform for customer experience, built to resolve customer problems in real time across voice and digital. Our AI agents learn from your best human agents and improve with every interaction, helping organizations understand their customers, deliver better experiences, increase operational efficiencies, and build a lasting competitive advantage. Unlike legacy systems built to route and answer, or standalone agentic bot vendors built to deflect, Dialpad was built to resolve. Our AI agents and human agents operate on a single platform with shared context, allowing Agentic AI to resolve issues, advance deals, and eliminate busywork through automation while seamlessly handing conversations to humans when needed, with full context preserved. Market-leading brands, including Randstad, Motorola Solutions, Netflix, the San Diego Padres, the Colorado Rockies Baseball Club, and Cal Athletics, trust Dialpad. Dialpad is backed by Andreessen Horowitz, GV, ICONIQ Capital, and T-Mobile. Being a Dialer At Dialpad, AI isn’t just a feature; it’s how our teams do their best work every day. We put powerful AI tools in every employee’s hands so they can move faster, think bigger, and achieve more. We believe every conversation matters. And we’ve built the platform that turns those conversations into insight and action, for our customers and ourselves. We look for people who are intensely curious and hold themselves to a high bar. Our ambition is significant, and achieving it requires a team that operates at the highest level. We seek individuals who embody our core traits: Scrappy, Curious, Optimistic, Persistent, and Empathetic. Your role As the Workplace Experience Coordinator for Japan, you'll serve as the operational backbone of our Japan business, providing executive support to the Japan Country Manager while ensuring the smooth day-to-day operation of our Tokyo office. You'll coordinate office operations, manage administrative processes, support internal meetings and events, and act as a key liaison between our Japan team and global departments, including Finance, Workplace Experience, IT, and People Operations. This role is ideal for someone who thrives on organization, enjoys wearing multiple hats, and takes pride in creating an exceptional employee and customer experience. This position reports to our Japan Country Manager, and is based in our Tokyo office. What you'll do * Provide executive administrative support, including complex calendar management, meeting coordination, travel arrangements, and expense reporting. * Coordinate day-to-day office operations to ensure the Tokyo office runs efficiently and professionally. * Manage office vendors, supplies, deliveries, facilities requests, and service providers. * Manage local vendor invoicing and purchasing processes, including coordinating invoice submission, approvals, and payment tracking with Finance. * Process purchase requests, expense documentation, and other administrative transactions with accuracy and attention to detail. * Serve as the primary point of contact for office visitors, customers, and external partners. * Coordinate internal meetings, leadership visits, customer meetings, and office events, including room setup, catering, logistics, and A/V support. * Partner with global Workplace Experience, IT, Finance, and People teams to support office operations and employee needs. * Assist with onboarding logistics for new hires, including workspace preparation, equipment coordination, and office orientation. * Maintain office documentation, administrative records, and local operational trackers. * Support document preparation, translations, presentations, and meeting materials as needed. * Handle sensitive business and employee information with the highest level of confidentiality. * Identify opportunities to improve administrative processes and create greater operational efficiency for the Japan organization. Skills you'll bring * Experience supporting senior executives in an Executive Assistant, Office Manager, Administrative Coordinator, or similar role. * Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities simultaneously. * Business-level fluency in both Japanese and English (written and verbal), with the ability to communicate professionally across local and global teams. * Excellent interpersonal and communication skills with a customer-service mindset. * Comfortable working independently while partnering across global, cross-functional teams. * Experience coordinating vendors, facilities, office operations, and administrative processes. * Proficiency with Google Workspace (Docs, Sheets, Slides, Calendar) and Microsoft Office; experience with expense management or finance systems is a plus. * Strong judgment and discretion when handling confidential and sensitive information. * Resourceful, proactive, and able to anticipate needs before they arise. * Adaptable and excited to help build and support a fast-growing global business. Why Join Dialpad * Work at the center of the AI transformation in business communications * Build and ship agentic AI products that are redefining how companies operate * Join a team where AI amplifies every employee’s impact * Competitive salary, comprehensive benefits, and real opportunities for growth We believe in investing in our people. Dialpad offers competitive benefits and perks, cutting-edge AI tools, and a robust training program that help you reach your full potential. We have designed our offices to be inclusive, offering a vibrant environment to cultivate collaboration and connection. Our exceptional culture, repeatedly recognized as a Great Place to Work [https://www.greatplacetowork.com/certified-company/7007999#:~:text=91%25%20of%20employees%20at%20Dialpad,a%20typical%20U.S.-based%20company.&text=Source:%20Great%20Place%20To%20Work%C2%AE%202021%20Global%20Employee%20Engagement%20Study.&text=When%20you%20join%20the%20company,%20you%20are%20made%20to%20feel%20welcome.&text=People%20here%20are%20given%20a%20lot%20of%20responsibility], ensures that every employee feels valued and empowered to contribute to our collective success. Don’t meet every single requirement? If you’re excited about this role and possess the fundamental traits, drive, and strong ambition we seek, but your experience doesn’t meet every qualification, we encourage you to apply.   Dialpad is an equal-opportunity employer. We are dedicated to creating a community of inclusion and an environment free from discrimination or harassment.

YOUR MISSION We are scientists, doctors, techies and humanity lovers, with the mission of pioneering real time precision neurology to cure brain-related disorders. INBRAIN harnesses the extraordinary material properties of Graphene, the world’s thinnest and nobel-prize winning material, to build high resolution neural systems. Our mission is to decode and modulate neural networks to restore people's lives. As a Clinical Operations Coordinator, you will be supporting the planning, coordination, and operational execution of clinical investigations sponsored by INBRAIN. The role works closely with internal teams, CROs, vendors, and investigational sites to ensure studies are conducted efficiently, in compliance with applicable regulations, and according to project timelines. You will be at the forefront of bringing advanced healthcare solutions to market, making a tangible difference in people´s lives worldwide. YOUR PROFILE Main Responsibilities: * Support the planning and coordination of clinical investigations and investigator-initiated studies. * Assist with study start-up, study tracking, and operational activities. * Coordinate interactions with CROs, vendors, and investigational sites. * Manage and mantain study documentation and Trial Master Files (TMF). * Contribute to compliance with ICH-GCP, ISO 14155, MDR, and internal procedures. * Support clinical data review and data quality activities in collaboration with CRO, as applicable. * Prepare study status updates, reports, and operational metrics. * Contribute to the development and continuous improvement of clinical SOPs and operational processes. Mandatory Qualifications and Soft skills: * Bachelor’s degree in Life Sciences, Biomedical Engineering, or a related field. * +2 years of experience in clinical research, clinical trial coordination, data management, or a related role. * Experience in Clinical Data Management or EDC systems. * Understanding of clinical research processes and ICH-GCP principles. * Excellent written and verbal communication skills in English (company culture language). * Strong organisational and coordination skills. * Ability to manage multiple priorities and deadlines, attention to details. * Effective communication and stakeholder management skills. * Proactive, collaborative, and adaptable approach. Nice to have: * Experience in medical device clinical research. * Familiarity with ISO 14155 and MDR requirements. * Experience working with CROs, vendors, and investigational sites. WHY US? We are looking for someone who Is ready to proactively bring new ideas to the team, push boundaries, and constantly look for innovation. At INBRAIN we believe in shared success and diverse ways of thinking, here you'll learn, grow, and advance in an innovative culture.     WHAT CAN WE OFFER TO YOU?  * A collaborative environment where innovative ideas flourish and teamwork drives us forward. At INBRAIN, we believe the power of collective intelligence is unique. You will be part of a team that thrives on open communication, knowledge sharing and mutual respect.  * Meaningful Work Impact: Our projects are not only exciting and challenging but also have a positive impact on the industry and society as a whole. You'll be part of a team that strives to create meaningful change.  * Cutting-Edge Technology Exposure: Joining us means immersing yourself in the latest technologies and innovative solutions. You'll have access to state-of-the-art tools and resources, fostering continuous learning and keeping your skills relevant in a rapidly evolving industry.  * Competitive salary (according to your experience/skills)  * Internal flexible compensation scheme * Private Health Insurance  * Training bonus for professional development and access to Udemy platform * 23 vacation days per year * Christmas week off * Hybrid working modality Applications must be submitted in English At INBRAIN, we're not just offering a job – we're inviting you to be part of a transformative journey, Are you ready to transform lives? Join us! #diverseandinclusive  We believe that a diverse and well-balanced workforce drives innovation. At INBRAIN, we foster the inclusion of all people regardless of culture, age, gender, sexual orientation, identity and diverse abilities or any other status.