PA & Office Administrator

A well-established Japanese company is seeking a proactive Personal Assistant (PA) and Office Administratorto join their close-knit team in London.

This multifaceted role involves overseeing day-to-day office operations while providing dedicated PA support to senior management.

Familiarity with Japanese business culture and some proficiency in the Japanese language would be advantageous in this role.

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WORK TYPE: Hybrid (Office days:Tuesday, Wednesday and Thursday)

VISA SUPPORT: No

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TYPE: full-time, Permanent

WORKING HOURS: 09:00 - 17:00

SALARY: around £32K, depending on experience

START: ASAP

LOCATION: London

PA & Office Administrator Main Responsibilities:

<General Affairs Tasks (50%)>

• Facilities Management
• Health & Safety Management
• Liaison with external suppliers e.g.: Office cleaning company, Electrician regarding lighting system, Office desk phones engineer, SECOM office alarm, PAT testing company (annual)
• Contract Maintenance / Contract Renewals for Mobile phones (annual review)

Office landline phones, Cleaning company, Office photocopier, Water filter unit

• Stationery & Others including Monthly stationery orders, Ordering of business cards, physical & e-Christmas cards, Monthly Nespresso coffee capsule orders, and Weekly milk delivery
• Dealing with couriers (receiving deliveries & arranging collections)
• Managing office recycling and arranging collections from Recorra
• Admin invoices checking (including direct debits)
• Supporting the organisation of annual regional conferences (Shareholders’ Meeting, EMEA HR Conference)
• Occasionally preparing the meeting room for VIP guests’ visits

<HR-Related Tasks (30%)>

• Employee support: Small fleet management, Maintenance and annual data extraction from workflow system, Management of employees’ workflow system queries, Supporting the company’s annual corporate philosophy activities
• Preparing visa invitation letters for operating companies
• Annual update of the EMEA Group’s operating companies’ working calendar in Excel
• PIC for their EMEA operating companies’ annual corporate philosophy activities
• Employee well-being: Monthly snack ordering for employees, Organising and hosting social events (mainly Christmas party)
• Preparing for new joiners / leavers: Setting up / de-activating access fob, Reassigning T&A card under Tensor T&A system
• Support IT in preparation for mobile phone
• Organising & hosting (virtual) leaver farewell session
• Confirming receipt of company items from leavers

<Personal Assistant to Senior Management (20%)>

• Business trip booking / transport management / scheduling
• Monthly expenses management on behalf of senior management
• Invoice processing related to management expenditure
• Any other personal assistant support, as required

PA & Office Administrator Ideal Candidate:

• Native-level written and spoken English
• Intermediate level Japanese is advantageous
• Word & Excel skills
• Administrative experience in a UK based company
• Experience working for a multi-national company
• Strong sense of responsibility
• Proactive, always thinking one step ahead
• Able to work within tight deadlines
• Excellent communicator (good at explaining the background to a situation / request)
• Excellent at feeding back to supervisor / line manager
• Excellent interpersonal skills
• A good team player

** All applicants for the PA & Office Administrator must have the right to work in the country as the Company is not able to offer visa support.

*We regret that we cannot accept applications from Working holiday visa, Graduate or Student visa holders.

If your application is successful, you will be contacted within two business days. We regret that due to the high volume of applications we receive we cannot provide feedback on individual CVs.