3 Preparation Steps for Legal and General Affairs Departments When Hiring Overseas Engineers
Organizing the 'More Than Expected' Preparations Before Arrival in Japan
In recent years, many companies have been hiring talented overseas engineers. Generally, using recruitment services is a reassuring option for first-time hires, as they can handle everything from visa procedures to post-arrival support in one go.
However, recruitment services also have challenges, such as high costs and the fact that internal know-how is not accumulated within the company. Especially for companies planning to continue hiring overseas talent, it is important to build an internal hiring process from the first hire and accumulate know-how as an organizational asset.
In this article, we interviewed Toshihiro Kokubu, Head of Corporate Planning at GAOGAO, based on GAOGAO's actual experience of handling everything from recruitment to onboarding in-house without using recruitment services. We have systematically summarized the three preparation steps and the challenges and solutions faced at each phase when they hired two female engineers from Indonesia in the summer of 2025.
Graduated from the University of Tokyo, Faculty of Economics. Worked in corporate planning and management at Sony for about 8 years. After that, he launched medical businesses in Thailand and Myanmar and worked as a DX consultant for new business development at major companies before taking his current position. In this overseas engineer hiring project, he oversaw the entire process as the back-office lead, from visa procedures and housing arrangements to building the post-arrival support system.
Understanding the Flow Before Joining: The Big Picture of Arrival Preparations
The process for hiring overseas engineers consists of the following phases. Back-office staff, such as those in legal and general affairs, should focus particularly on preparations before the start date (commencement of work).
In GAOGAO's actual case,
the schedule was about 3 months: work started in late May, COE application completed in early June, COE obtained in early August, visa obtained in mid-August, and arrival in Japan at the end of August.
Step 1: Certificate of Eligibility (COE) and Visa Procedures
The first and most important step in hiring overseas talent is the procedure for the Certificate of Eligibility (COE) and the visa.
The Certificate of Eligibility (COE) is a document certifying that the activities the person intends to engage in in Japan are permitted. On the other hand, a visa is an entry permit issued by a diplomatic mission abroad indicating that the person is allowed to enter the country.
The important point is that you cannot apply for a visa without first obtaining a Certificate of Eligibility (COE). In other words, you must proceed in the order of obtaining the COE followed by the visa, and arrival in Japan is only possible once both are in hand.
1. Application for the Certificate of Eligibility (COE)
Back-office staff or an administrative scrivener submits the necessary documents to the Regional Immigration Services Bureau (hereinafter referred to as the Immigration Bureau). According to the experience of administrative scriveners, the Certificate of Eligibility (COE) is generally approved in about 2 to 3 months; however, since the actual review period is unpredictable, we recommend creating a schedule with plenty of buffer.
<GAOGAO's Actual Case>
Initially, the administrative scrivener told us it might take about 3 months. The Immigration Bureau's congestion varies by region, and the Tokyo Immigration Bureau is particularly busy. The Kobe Immigration Bureau, where we applied this time, was not that crowded, so approval was granted in about 2 months, faster than expected. However, it felt like it was granted 'suddenly,' so you should definitely have a flexible schedule.
2. Requesting an Expert (Administrative Scrivener) for the COE Application
We recommend requesting an administrative scrivener, who is an expert, for the COE application.
Because the process involves complex steps such as preparing necessary documents, submitting them to the Immigration Bureau, and subsequent follow-ups, requesting an expert for your first hire will help prevent omissions and ensure a smooth process.
The market rate is around 100,000 yen per person, and there is almost no price difference based on the size of the firm.
<GAOGAO's Actual Case>
This time, we asked an administrative scrivener we know who we work with regularly.
The deciding factor was 'direct communication in English.' Depending on the administrative scrivener, there are cases where GAOGAO has to act as an intermediary, translating and relaying communications with the candidate. However, the administrative scrivener we hired this time joined our Slack (business chat tool) channel directly and communicated with the receiving members in English text. Because they handled detailed Q&A directly, the burden on GAOGAO was significantly reduced, and the candidate's peace of mind was also increased.
3. Organizing Necessary Documents
Coordinate with the hired administrative scrivener to organize what is needed, such as passports, resumes, and graduation certificates.
A medical checkup was not required in this case (Engineer/Specialist in Humanities/International Services visa), but it is necessary to check as it varies depending on the visa type and country, such as for technical interns.
4. English Translation and Explanation of Working Conditions
Contracts, work rules, etc., should be presented in English. Especially regarding salary amounts, taxes, and take-home pay, careful explanation is essential as many overseas members are mindful of sending money home.
<GAOGAO's Actual Case>
We used ChatGPT for the English translation of contracts and work rules. By using AI, even specialized legal documents can be translated into English quickly and accurately, and costs can be significantly reduced. However, AI-based translations must always be checked by human eyes, and we carefully confirmed important parts such as salary structures and benefits to ensure the candidate would not misunderstand them.
5. Visa Procedures
After the Certificate of Eligibility (COE) is issued, you will apply for and obtain a visa at the local Japanese embassy or consulate. It usually takes about 10 days to obtain.
The process from obtaining the Certificate of Eligibility (COE) to getting the visa and preparing for travel moves very quickly, taking about one month in total. was the pace.
💡 Point: How to Choose an Administrative Scrivener and Communication
English support is key: If the administrative scrivener can handle text communication in English (e.g., Slack), they can communicate directly with the candidate without going through the company, which significantly reduces communication effort and provides peace of mind for the candidate.
Market rates are mostly uniform: The cost of hiring an administrative scrivener seems to be around 100,000 yen per person, regardless of whether it is a large firm or a sole proprietorship. Rather,the scope of service and communication style are the key selection points.
Step 2: Preparation of Housing and Living Foundation
Once the Certificate of Eligibility (COE) is on track, prepare the foundation for life after arriving in Japan.In particular, securing housing and providing support immediately after entry are directly linked to retention rates.
1. Securing Housing (Company Housing / Corporate Lease / Gender / Cultural Considerations)
Organize what can be done before arriving in Japan (corporate lease) and what is needed after arrival (final confirmation of contract documents, furniture placement). Considerations for religion and gender (especially in the case of dormitories or share houses) are necessary.
<GAOGAO Case Study>
This time, we moved into a newly opened share-house style office in Amagasaki (consisting of 7 rooms). Initially, we assumed a smaller room (on the same floor as the living room), but considering the candidate was female, we changed the room allocation. Specifically:
・Changed to a slightly larger room on the upper floor (rent is slightly higher, but privacy is prioritized)
・Separated floors for women and men
・Installed a partition in front of the room to clearly define it as a "women's area"
・Considered the layout so that shower rooms and toilets would not be in common spaces
This change in room allocation was realized precisely because of detailed advice from female members of the GAOGAO back office. Perspectives that men alone might not notice, such as "what is necessary for women" and "arrangements that take cultural background into account," were extremely important.
Click here for details about the Amagasaki office
2. Sorting Daily Necessities
Communicate what luggage the person should bring and what luggage we will prepare (home appliances, minimum daily necessities).
<GAOGAO Case Study>
Large furniture and home appliances were prepared in advance by the company, and on the day after arrival, Japanese members of the Amagasaki office accompanied the candidate to an electronics retail store for shopping.
We sorted items in detail, such as "bring this," "procure this locally," and "this can eventually be bought at a convenience store."
3. Bank Account Opening Support
Since you cannot open an account without a Residence Card (a photo ID issued at the airport upon entry), support immediately after arrival (after the Residence Card is issued) is also essential.Since in-store procedures may require a personal seal (hanko), select a bank that can complete the process online.
<GAOGAO Case Study>
We compared an online-only bank with a major city bank that also has physical branches, and ultimately chose the major city bank.
The reasons were "English support is available," "procedures can be completed online," and "support can be received at a branch in case of emergency," which meantit offered a good balance between English support and convenience.
4. Mobile Phone / SIM Card Contract
Without a mobile phone number, you cannot apply for bank accounts online, which often leads to a "chicken and egg" problem in administrative procedures. SIM card contracts are also complicated, so accompaniment by a Japanese member is essential.
<GAOGAO Case Study>
We presented several low-cost plans with English support, such as ahamo, LINEMO, and Rakuten Mobile, as candidates and let them choose according to their preferences.
The biggest hurdle was the"chicken and egg" problem where a mobile number is required to open a bank account, but a bank account is required to sign a SIM card contract.Since the response to this problem varies depending on the financial institution and the counter, we recommend checking multiple methods in advance. In GAOGAO's case, we were able to handle it by opening a bank account first and then proceeding to the SIM contract.
However, a new wall stood in the way of the SIM card application. The name on the Residence Card was too long to fit in the input field of the online application form, causing it to be rejected multiple times.The error message was only in Japanese, making it a trap that is difficult for an overseas member to solve alone.
Solution:
A Japanese member at the Amagasaki office provided support and checked the mobile company's FAQ (in Japanese). We found an item titled "If your name does not fit in the input field," and followed the procedures described there (such as how to omit a middle name) to re-apply, and it was successfully approved.
This is a case that was solved precisely because we were able to decipher the Japanese support page and provide accurate follow-up.
💡Point: The 'Chicken and Egg' Problem of Bank Accounts and SIM Cards
Administrative procedures that require accompaniment: It is virtually impossible for overseas members to navigate Japanese apps and procedures in Japanese. Make sure that Japanese members always accompany them to government offices, banks, and for mobile contract procedures.
App 'English support' can be superficial: Even if the descriptions are in English, there are cases where address input is only in Japanese or error messages are only in Japanese, creating a very high 'practical hurdle'.
The Residence Card is the ultimate ID: The Residence Card is a photo ID issued at the airport upon entry. It can be used for various procedures in place of a driver's license, but be aware of unexpected issues such as name length.
Step 3: Establishing an Acceptance System Before and After Arrival
The final step is providing support immediately after entry (at the border) and building a system for initial integration.
1. Support for flight tickets and travel preparations
It is smoother to have the individual provide their preferred dates and have the company settle the costs. The time from visa acquisition to travel is surprisingly short, taking about one month.
<GAOGAO Case Study>
Although it was possible for the company to arrange the flight tickets, since the individuals know their specific requirements such as luggage volume and weight limits best, we had them choose their preferred flights and settled the costs later. This was smoother as it allowed for flexible handling, including additional luggage options.
2. Administrative procedures after entry
Within two weeks of the date of entry, you must register your residence (at the ward or city office).
<GAOGAO Case Study>
On the Monday of the week following their arrival in Japan, a Japanese member from the Amagasaki office accompanied them to the branch office.
3. Health insurance and social insurance procedures
Based on the certificate of residence, the company proceeds with health insurance and pension procedures.
<GAOGAO Case Study>
After obtaining the certificate of residence, we coordinated information with the health insurance association via a labor and social security attorney and carried out the social insurance and pension procedures.
4. Support system after arrival in Japan
Allow at least one month from entry to the start of work. It is important to have an acceptance representative accompany them locally to provide immediate support for any 'I don't know' situations.
<GAOGAO Case Study>
We opened a dedicated Slack channel for the Amagasaki office. We share daily troubles, progress on procedures, and Q&A in real time. The two overseas members who arrived this time started with almost no Japanese, so navigating apps and procedures in Japanese was virtually impossible. Therefore, all Japanese members of the Amagasaki office provided support. They helped them overcome 'barriers that are difficult for foreigners to overcome alone' in every situation, including banks, SIM cards, shopping, and government office procedures.
5. Consideration for culture and lifestyle habits
Consideration for food culture (Halal, etc.) and lifestyle habits is directly linked to retention. It is important for management, including the acceptance team, to convey messages of welcome and support.
Summary: The Importance of an 'On-Site Support System' to Prepare for Unexpected Traps
Accepting overseas members certainly takes time and effort.
However, providing 'thorough preparation' and 'peace of mind in daily life' leads to the retention of excellent talent.
The biggest point learned from GAOGAO's acceptance process is that 'unexpected traps will always occur'.
For example, issues like the SIM card name problem or the 'chicken and egg' dilemma between banks and mobile phones mean that no matter how much you prepare in advance, new challenges will emerge one after another on the ground. That is precisely why having members on-site who can provide dedicated support is more important than anything else. At GAOGAO, Japanese members at the Amagasaki office accompanied them every day and helped them overcome each hurdle together.
Please use the three steps and practical points introduced here to help build your company's acceptance system.
At GAOGAO, we are building a global engineering team while accumulating this kind of acceptance know-how.
For companies considering the acceptance of overseas engineers or those interested in building a global team, please feel free to contact us.
Also, at GAOGAO, we are actively recruiting engineers who want to take on challenges in a global environment, regardless of their nationality.
We look forward to applications from those interested in an environment where they can grow alongside members with diverse backgrounds, and those who want to enhance their technical skills while collaborating with overseas members.
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