Ref: HY46596
PA & Office Administrator
| Sector | Administration/PA |
|---|---|
| Type | Full-time, Permanent |
| Location | London |
| Salary (Annual) | £ ~ 32,000 / Year |
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:
<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.
--------------------------------------
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:
<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.
Updated: 2 days ago
Ref: HY46596