Sales Operation Coordinator, Japan

About the Team

Fanatics Collectibles is a new company operating at the intersection of collectibles, culture, and technology. Backed by world-class investors, operators, and sports & entertainment partners, we are building the global leader in next-generation collectibles. As part of the broader Fanatics ecosystem, we leverage a digital sports platform that spans over 900 sports properties and engages more than 81 million fans. Together, we are reimagining every part of the collectibles experience for fans, partners, and creators.

Role Summary

Fanatics Collectibles / Topps Japan is seeking a detail-oriented, proactive, and highly organized Sales Operations Coordinator to support accurate and efficient sales execution in Japan. This role will serve as the operational hub connecting orders, invoices, inventory, sales data, and communication across Sales, Finance/Accounting, Inventory/Product, Management, global team, external partners, and related companies. The ideal candidate will use Excel-based data and operational discipline to improve accuracy, visibility, speed, and decision-making.

Key Responsibilities

• Coordinate day-to-day sales operations, including order processing, invoice issuance, progress tracking, and status updates through the Order Management System (OMS).
• Provide accurate order and invoice status updates to the Sales team, related companies, partners, and internal stakeholders, ensuring timely follow-up and clear communication.
• Maintain and reconcile order, invoice, sales, and inventory data, ensuring data accuracy and consistency across Excel-based files and internal systems.
• Create sales data summaries, sales reports, progress tracking files, and dashboards to improve sales visibility and support management review.
• Prepare English reports and materials for global reporting, sales and inventory review, performance tracking, and commercial decision-making.
• Monitor inventory levels, prepare inventory reports, identify excess inventory risks early, and escalate issues or proposed actions to the Sales team.
• Partner with Finance/Accounting to confirm invoices, align order and invoice data, support payment/billing processes, and reduce billing errors.
• Serve as a smooth coordination point with related companies and partners for order-related inquiries, invoice-related requests, and daily operational communication.
• Improve Excel-based workflows by using VLOOKUP, PivotTables, and other automation methods; macro capability is a strong plus.
• Identify process improvement opportunities that increase accuracy, save time, strengthen inventory control, and enable faster communication across teams.

*Note: Inventory-related responsibilities are expected to gradually transition to the APAC Logistics team over the medium to long term.

Qualifications and Experience Required

• Bachelor’s degree in business administration, Operations, Supply Chain, Finance, or a related field preferred.
• 3-5 years of experience in sales operations, order management, sales administration, inventory coordination, finance operations, or commercial support.
• Strong Microsoft Excel skills, including VLOOKUP and PivotTables; experience with Excel-based data management, automation, or macros is a plus.
• Experience using an order management system, ERP, CRM, or similar business system is preferred.
• Business-level Japanese and English skills, including the ability to prepare clear English reports for global stakeholders.
• High attention to detail and accuracy in handling orders, invoices, inventory, and sales data.
• Strong communication skills and the ability to coordinate smoothly with Sales, Finance/Accounting, Inventory/Product, Management, partners, and related companies.
• Proactive problem-solving mindset, ownership, resourcefulness, and the ability to work hands-on in a fast-paced environment.
• Interest in sports, trading cards, collectibles, or consumer products is preferred.

Expected Business Impact

• Accurate orders and invoices: reduce mistakes and delays in order and invoice handling.
• Better sales visibility: provide timely reports and progress tracking.
• Stronger inventory control: identify excess inventory early and coordinate action with Sales.
• Faster communication: connect partners and internal teams smoothly.
• Process improvement: improve Excel-based workflows and increase operational accuracy.

Working Mindset

• Ownership and accountability
• Hands-on, resourceful problem solving
• Continuous improvement and process discipline
• Accuracy, communication, and results orientation
• Product passion and long-term growth mindset

The above list of job duties is not exclusive or exhaustive and the post holder will be required to undertake such tasks as may reasonably be expected within the scope and grading of the post.

Subject to applicable laws, Fanatics Collectibles may choose to run a background check.

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