Position Overview

APA is seeking Program Operations Specialists in TOKYO, SEOUL, and SHANGHAI to join our Program Team and support the planning, coordination, and execution of customized faculty-led study-abroad programs across the Asia-Pacific region. While the role has a particular focus on program operations, logistics, and vendor management, it also involves broader program management responsibilities throughout the program lifecycle. This position requires strong organizational, project management, and cross-cultural communication skills, as well as the willingness to travel occasionally and work irregular hours as needed.

Key Responsibilities

• Identify, secure, and manage vendors for accommodations, guides, activities, meals, and transportation while meeting program needs and budget targets.
• Collaborate with Program Managers to review program logistics, confirm service arrangements, and implement contingency plans for last-minute changes.
• Act as liaison between external vendors and internal teams, ensuring timely and clear communication to meet program requirements.
• Build and sustain positive, professional relationships with vendors; review and manage contracts to ensure service quality, reliability, and cost-effectiveness.
• Maintain and expand a robust, up-to-date vendor database with accurate contact, service, and contract information.
• Monitor adherence to program budget targets through vendor negotiations, cost reviews, and proactive planning, and identify opportunities to improve vendor processes, cost control, and service delivery quality.
• Oversee on-the-ground program operations in coordination with local vendors to ensure smooth execution and participant satisfaction.
• Support daily logistics, issue resolution, faculty communication, and expense tracking, while responding to last-minute changes and time-sensitive operational needs.
• Conduct vendor evaluations and site visits as needed to assess service quality, reliability, and program fit.
• Collaborate with Program Managers and internal teams throughout the program lifecycle, supporting program development, proposal preparation, implementation, and post-program evaluation.
• Assist in preparing customized faculty-led program proposals, including itinerary development, proposal documentation, budgeting support, pricing information, and contract coordination.
• Collect, organize, and maintain program information, including itineraries, participant details, academic requirements, logistics arrangements, vendor bookings, meeting notes, and program updates.
• Coordinate with internal teams and institutional partners to support client communication, institutional meetings, itinerary updates, and operational planning.

Qualifications

• Bachelor's degree required; international education, business, or related fields preferred
• 1–2 years of experience in supplier/vendor communication or operations preferred — travel agencies, hotels, airlines, or similar service providers a plus
• Professional fluency in English and the local language of your base city — Chinese (Shanghai), Japanese (Tokyo), or Korean (Seoul); additional Asian language a strong plus
• Strong attention to detail; ability to manage multiple vendors and projects simultaneously
• Experience in international education, study-abroad programs, or cross-cultural student services a plus
• Excellent communication, negotiation, and interpersonal skills in cross-cultural environments
• Strong organizational and time-management abilities; capable of working independently and collaboratively
• Proficiency in Microsoft Office (Teams, Sharepoint, Excel, Word); Google Workspace is a plus
• Willingness and ability to travel; flexibility to work occasional irregular hours during program seasons