PA & Office Administrator

A well-established Japanese company is seeking a proactive Personal Assistant (PA) and Office Administrator to 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.

HY46596


WORK TYPE: Hybrid (Office days: Tuesday, Wednesday and Thursday)
VISA SUPPORT: No


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:

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

• 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

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.