Ref: HN43723

Office Administrator / PA (Ref: HN43723)

Sector Administration/PA
Type Full-time, Permanent
Location London
Salary (Annual) £ ~ 25,000 / Year
A Japanese organisation based in the city of London seeks an office administrator to join their busy administration department.
In this role you will take responsibility for the day to day operations surrounding the office administration function ensuring timely, efficient performance of all departments. You will assist the MD and other members of the management team with their daily tasks to allow them time to focus on their other duties.

Main Duties and Responsibilities

Admin Duties

Resolving managing and distributing information within the office
Manage reception area and look after visitors
Answering phone calls
Coordinate office activities and operations
Manages correspondence by answering emails and sorting mails
Tracking stock of office supplies and place orders when necessary
Coordinate maintenance of office equipment
Maintain company records e.g. staff, telephone, office key list etc.
Assist with general filing and clerical duties
Manage agendas/travel arrangements for upper management
Administration of new starter processes
Submit timely reports and prepare presentations as assigned
Processing expenses sheets and invoices
Assist in planning and arranging events, including organising catering
Interact with directors and carrying out their requests
Resolve any queries that arises in a timely and professional manner
Maintain regular and effective communication with building management agent and sub-tenants
Monitoring and reporting on building service charge budget and expenditure
Other misc. responsibilities may be added from time to time

Assistant Duties

Act as first point of contact for MD: dealing with correspondence such as emails and phone calls
Manage MDs daily schedule including reminders
Plan and schedule internal/external meetings with clients and providers including meetings for entertaining
Produce reports on meeting/event trends and proactively propose action plans
Plan and schedule internal/external meetings with staff such as lunches and dinners
Book and arrange travel, transport and accommodation for business trips and meetings
Maintain and keep customer business cards and individual profiles
Collate and file MD expenses
Cover and provide other general assistance where required

Ideal candidate

• Previous experience in an office administration role
• A good knowledge of MS Office and an ability to maintain electronic documents properly
• Understanding and adherence to confidentiality standards
• Attentive to detail; first time right
• Confident when communicating with all levels of colleagues and suppliers/ contractors
• Excellent telephone and business manners
• Ability to multitask
• Calm under pressure
• Self-starter
• Ability to ‘get the job done’
Updated: 14 days ago
Ref: HN43723